WilcomDesignWorkflow PDF

User Manual
Onscreen Manual
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Rev 1 Nov 2010

Introduction
Welcome to Wilcom DesignWorkflow© e2.0. DesignWorkflow is a design

centralization and management system for embroidery and screen-print
designers and manufacturers, large and small. It is designed to efficiently store,
organize, protect, and better utilize your design collection. It serves as a
repository for designs and design elements making the task of securing,
searching for, and managing assets much simpler than paper-based systems.
During the life-cycle of a design, the number of people involved in handling it,
from inception during the quote phase through to production, varies from one
person, for example, through to five or six in a larger organization. The design
life-cycle may be as short as a few days if it is a one-off for a single customer,
or a number of years, if it is a stock design intended for cyclical reuse. In many
textile industries, the time spent managing a design becomes more significant
as the number of items produced per production run falls. Thus, companies need
ways to make designs and design elements instantly available to authorized
users throughout the enterprise.
SQL Server 2005

Wilcom DesignWorkflow is a powerful, multi-user SQL database system. Based
on Microsoft SQL Server 2005 database software to store its data.
SQL Server 2005 is a Microsoft database application for large and small
businesses. MS SQL Server 2005 Express Edition is installed as standard unless
SQL Server 2005 or later is already installed. A variant of SQL Server 2005,
Express Edition is designed for smaller businesses. You may want to consider
upgrading to a higher edition. See Microsoft website for details.
DesignWorkflow features and benefits

Your designs are your company’s most valuable asset. Protect and better utilize
them using DesignWorkflow’s extensive range of features.
Wilcom D esignWorkf low© e2.0 Onscreen Manual 1

Store and cross reference your designs
With DesignWorkflow you can record thousands of designs quickly. Key
technical details are automatically read from the actual design file in popular
embroidery design formats. Add descriptive text information and cross
references as desired. Store multiple colorways and color names used by the
designs. You can even store images of original artwork, as well as TrueView and
actual embroidery (Stitch Out) samples.
Control and protect your designs

With DesignWorkflow you can create and manage multiple databases, both
shared network and private local databases, as you require. You can even
browse designs in file folders. Through the use of your own customized and
controlled classification lists, you can also ensure that designs are classified and
cross-referenced consistently.
View and print designs in many different views

With DesignWorkflow you can view designs in different colorways, actual size
and thumbnail. View design details in logical groupings – General Information,
Sewing Instructions, Technical Details, TrueView, Attachments, and Colorways.
Even display them in an automatic ‘slide-show’ presentation.
Create electronic and print catalogs

You can print, publish and export design catalogs in a number of formats. You
can also produce printed production worksheets of your database designs.
Catalogs of DesignWorkflow designs in a database contain thumbnails and/or
summary information. These can be sent to a printer, published on your website
Introduc tion 2
or intranet, and exported in formats suitable for spreadsheet and database
programs, and for integration with third-party e-commerce solutions.
Provide controlled access to your designs

With your designs under control, you can safely and efficiently provide controlled
access to selected designs for authorized staff in other departments – designers,
sales and marketing staff, customer service reps, production managers. Control
access and capabilities by assigning individual users with personal passwords to
one of five possible access levels.
Access rights
assigned according
to individual duties
Initiate and track design requests

Users who have the necessary security clearance from the DW Administrator are
able to initiate design requests. DesignWorkflow lets you create design requests
with or without EMB files or artwork present. You can attach digital artwork and
enter any information required to initiate the design request. Any type of file,
including word and email documents can be attached.
Management reporting
DesignWorkflow exports standard reports for statistical purposes. These
reports are generated from current search results or from data gathered from
selected records.
Integration with Wilcom Embroidery Software

Designs selected in the DesignWorkflow main window can be opened in Wilcom
Embroidery Software by users who have the necessary security clearance. Using
Wilcom Embroidery Software, designs and information can be added to your
database without interrupting your workflow. DesignWorkflow can display
designs in the colorways created in Wilcom Embroidery Software.
Note DW Professional is packaged with an entry-level version Wilcom

Embroidery Software. This allows you view designs including multiple colorways,
change thread colors, select design objects and carry out limited editing.
Integration with third-party systems

DesignWorkflow is designed to form an integral part of a total ‘Enterprise
Solution’. All DesignWorkflow design information is stored in an
SQL Server 2005 database. One of its many benefits is that design information
is open to almost any third-party system. There are many standard methods for
retrieving the information, from the application level, such as MS-Excel and
Access, right down to programming level using standard SQL select queries.

DesignWorkflow can thus be readily integrated into other systems ranging from
simple accounting packages through to large Enterprise Resource Planning
(ERP) systems. It extends the Wilcom Wilcom Embroidery Software CAD/CAM
system allowing you to catalog designs on a local area network. Furthermore,
DesignWorkflow links to Wilcom ES Machine Manager which controls connection
to machines and collects information for production reporting.
Tip For a full overview of the feature set the SQL-Server provides, refer to
Mircosoft’s website http://www.microsoft.com/sql/default.asp.
Product models
DesignWorkflow is now available in three levels, designed for different
departments and roles within the company and priced according to product
functionality:
DW Professional
This model is the top-of-the-range asset management tool for designers and
machine operators. The product interacts seamlessly with your embroidery and
screen print applications to allow designers to record new design content for the
organization. Your embroidery production staff can also utilize the inbuilt
ES Machine Manager software for direct connection and monitoring of most
embroidery machines.
DW Color Up
With this model, non-digitizing staff can modify design colorways directly. This
puts colorway control in the hands of customer-service staff without the
requirement for a full DW Professional system. DW Color Up is specifically
designed for staff who need to be able to add colorways to designs for either
sales or color coordinating purposes.
DW Viewer
This model has been designed around customer service tasks, enabling order
entry and sales staff to make design requests, view design information and print
catalogs. Email is standard in this level of product so that when a design is ready
for approval, customer service staff can email design information direct to the
customer. Use DW Viewer to create customer catalogs of your designs. It also
provides management efficiency reports needed to run a tight design process.
All products can be purchased as standalone items. DW Professional can also be

purchased as an option to any Wilcom Embroidery Software product other than
TrueSizer. If purchased standalone, a simplified Wilcom Embroidery Software is
included with the package.
Note All purchases of Wilcom Embroidery Software e2.0, whether new or

updates, are shipped with a USB type dongle. Parallel dongles are no longer
provided. When upgrading your software, you may need to do a brain transplant
from a parallel to USB dongle.
Introduc tion 4
System security
Wilcom DesignWorkflow© e2.0 is controlled by a
security device or ‘dongle’ attached to the
computer. The software will not work properly if the
dongle is unplugged from the computer while
Wilcom Embroidery Software is open. In the event,
the application may hang or crash and any open
files may be corrupted. Each dongle has a unique
serial number and identity code so your system can
be uniquely recognized. Security codes enable
access to features within the software. You need to
be able to identify your system’s access codes, and
enter new codes for upgrades. When updating or upgrading your software, you
re-program your dongle by entering access codes via the software.
Caution The dongle is the most important and valuable part of your system and
should be treated with care. Always store it in a safe place when it is not in use.
Wilcom Pty Ltd guarantees the dongle against defects in material and
workmanship under normal use and service when properly installed, for a period
of 12 months from the date of delivery. If it is faulty, it may be exchanged. If it
is physically damaged, it can be sent to Wilcom and a replacement purchased
for the cost of the dongle alone. However, in case of loss or theft, you will need
to purchase an entire Wilcom DesignWorkflow© e2.0 replacement system. For
this reason, you should consider insuring your dongle.
Since all product models use the Wilcom ES security system, they must
therefore run an instance of Wilcom Embroidery Software concurrently with
DesignWorkflow. If Wilcom Embroidery Software is not already running when
DesignWorkflow is launched, it is automatically launched as well.
Security codes enable access to features within the software. You need to be
able to identify your system’s access codes, and enter new codes for upgrades.
When updating or upgrading your software, you re-program your dongle by
entering access codes via the software.
Note You can set up user logons with up to five security levels. Secure your
designs so unauthorized staff cannot access or modify them.
System requirements
Before you install, or if you experience operating problems of any sort, make
sure that your computer meets the system requirements.
PC requirements
Check that your PC meets the system requirements required of Wilcom
Embroidery Software. Check CPU/RAM as well as hard disk space. The table
below provides minimum and recommended system requirements.
Item Minimum Recommended

CPU Intel® Pentium® 4, AMD Athlon™ 64 or 2 GHz + Latest Intel or AMD 32-bit (x86) or
AMD Opteron™ 64-bit (x64) multi core processor
Operating system ‡ Microsoft® Windows® 7, Windows Vista®, Microsoft® Windows® 7 with latest service
Windows® XP, with latest service packs packs installed (32-bit or 64-bit editions)
installed (32-bit or 64-bit editions)

Item Minimum Recommended
Browser I.E. 7.0 or Later I.E. 7.0 or Later
Internet connection Required for product registration and access to software updates. For latest operating
system information, visit the Wilcom Support Center at www.wilcom.com.au/support.
Memory 1GB 2GB (More if running multiple apps)
Hard disk size 40GB 80GB or more
Free disk space † At least 10GB after installation 20GB after installation
Graphics card Support for Highest Color (32bit) and Support for DirectX 9 graphics with:
resolution (1024 X 768) • WDDM driver
• 512MB or higher of graphics memory
(non-integrated)
• Pixel Shader 2.0 in hardware
• 32 bits per pixel
• Dual monitor capable
Monitor ¥ 17" at 1024 X 768 Dual monitors capable of displaying 1280
X 1024 or higher
Scanner, printer and Windows-compatible (any connection method – e.g. parallel, USB)
plotter
USB ports Dedicated USB port for a USB dongle
Mouse PS/2 or USB mouse
Data drives • DVD-ROM drive for software installation Backup device – e.g. CD/DVD burner,
• Dual layer DVD-ROM for extras DVD tape backup, removable hard drive
Sound card Required for multimedia training
Supported operating systems ‡

Wilcom Embroidery Software does not support Win98 or Windows NT/2000.
Wilcom Embroidery Software requires IE 7.0 or higher.
Free hard disk space †

Wilcom Embroidery Software occupies up to 1Gb of hard disk space, depending
on the options installed.
Screen resolution ¥
Some controls may be hidden on the user interface if you run your monitor at
low resolutions. The physical size of your monitor will have a bearing on the
optimum screen resolution.
Check CPU/RAM specifications

Check your CPU and RAM specifications, and the version of Windows you are
running to ensure they meet Wilcom DesignWorkflow© e2.0 requirements.
To check CPU/RAM specifications

1 On the Windows desktop, right-click the My Computer icon and select
Properties.
The System Properties > General dialog opens.
2 Check the Windows version, the CPU and the amount of RAM.
Check your hard disk space

Check that your hard disk has enough space to run Wilcom Embroidery Software
effectively. This must be greater than 300 MB before intallation. After installation
Introduc tion 6
you will need 100 Mb free or 10% of your total hard drive space, whichever is
the greater amount.
To check your hard disk space

1 Double-click the My Computer icon on your Windows Desktop.
The My Computer window opens.
2 Right-click the hard-disk drive icon (usually C:) and select Properties.
The Properties > General dialog opens.
This tab shows the hard-disk capacity as well as any free space.
DesignWorkflow documentation
DesignWorkflow provides you with a number of ways to access information
about the software and how to use it. This Quick Start Guide is provided in
printed form while the User Manual is provided in ‘onscreen’ form, both in
onscreen PDF format and MS Help. The manual is complete with numerous
step-by-step instructions together with samples and screen images. These are
intended to be used as a reference when using the application, not as a tutorial.
The manual is intended for two main audiences: DW Administrator and
end-users.
DW Administrator
The DW Administrator should be a senior person with the highest access level
and responsibility for designing, setting up and maintaining all DesignWorkflow
databases. The DW Administrator may require help from the System
Administrator and, if using a Microsoft SQL Server running on a network, from
an SQL specialist. See Database Setup & Administration for details.
End-users
Everyday users of DesignWorkflow include designers, managers, sales people,
data entry operators and anyone else who needs to use or see design
information. See Using the System for details.
Accessing onscreen documentation

Onscreen documentation is provided in two formats – MS Onscreen Help and
Adobe Acrobat.
Onscreen help
Onscreen Help is available from the Help menu in DesignWorkflow. Onscreen
Help contains the same step-by-step instructions as the manual.
Context-Sensitive help is available for each tool and function. Simply point to the
tool, menu item, or control function and press 1.
Onscreen manual
An onscreen manual is provided with your DesignWorkflow installation. It is in
Adobe Acrobat PDF format which can be read, searched and printed using a
recent copy of Acrobat Reader, downloadable from the Adobe website.
To access onscreen manual

1 Go to Help menu.
You will be able to select the DesignWorkflow onscreen manual in PDF
format.

2 Double-click to open it in Adobe Reader.
3 Select the topic you want by clicking on its ‘Bookmark’.

4 Change the view magnification in any of the following ways:
Click the Reader Zoom dropdown and select a setting – try 200% if you
want to look closely at screen diagrams.
Select the Zoom In tool, then click anywhere on the page – each click
increases the magnification.
Click the Actual Size, or Fit in Window, or Fit Width buttons.
Tip Select Help > Reader Guide from the top of the Reader screen for
comprehensive information about using Reader.
Conventions used in the documentation

Commands
In the documentation, commands on a submenu are referred to by both the
submenu and command name. For example the command ‘Open’ on the
submenu ‘Embroidery Disk’ is referred to as Embroidery Disk > Open.
Dialog boxes
Dialog boxes are referred to as ‘dialogs’ and are shown in the manual only if they
provide important information on using DesignWorkflow. The screen images
provided are intended to be representations, not exact duplicates of the layouts
generated by the software in conjunction with your operating system.
Introduc tion 8
PART I
DATABASE SETUP &
ADMINISTRATION
This section is intended primarily for the DW Administrator, the person who will set up
and maintain your DesignWorkflow databases. Other users should concentrate on the
information in the Using the System section.

Chapter 1
Installation and Setup
DesignWorkflow can be configured to operate as a standalone system on a

single desktop or notebook PC. It can be shared among small workgroups or
departments, or made accessible to authorized users across the entire company.
It is the DW Administrator who is generally responsible for the high-level setup
of DesignWorkflow databases. The DW Administrator determines who gets
access to databases, what users can see and do, and who defines the categories
under which information will be stored. The DW Administrator is generally the
manager of the company’s design section. This person has the necessary
background knowledge and authority to control what goes into databases and
how the information is to be used.
DesignWorkflow configurations
The task of installing DesignWorkflow is easier if you understand how
DesignWorkflow systems are configured.
Installation parts
When installed, a DesignWorkflow system consists of six main parts:
Software
DW Administration software for the DW Administrator
DesignWorkflow software for the DesignWorkflow user
Microsoft SQL Server Engine software
Data
Database tables for each database
Database files for each database
UDL link files for each database

The various parts of the DesignWorkflow system interact as illustrated below.
Part 1: Part 2:
DesignWorkflow DesignWorkflow
administration program
program
Part 6:
DatabaseName UDL (link file)
Part 3:
Microsoft SQL server
software engine
Part 4: Part 5:
Database tables for Database files for
DatabaseNames DatabaseNames
You use the Setup program to install the software Parts 1, 2 and 3. You use the
DW Administration program to set up the data parts 4, 5 and 6. All of these parts
may be installed on a single computer. This may be required for mobile notebook
computers not connected to a network, for example. Alternatively, various parts
of the DesignWorkflow system can be installed on different computers in a
shared network system. For example:
Parts 1, 3 and 4 must always be on the same computer. These do not require
a dongle.
Part 5 can also be on the same server computer as 3 and 4, or it can be on a
separate ‘File Server’ computer for better performance in a large network.
Part 2 is all that is necessary for a typical DesignWorkflow user who does not
do administration tasks. It requires a dongle for each computer that it is
installed on.
Installation types
There are four basic DesignWorkflow installation types – Server, Client,
Standalone, and Administration. See also System requirements.
Note If you are running an e2.0 formatted database, all database clients must
run e2.0 to access the design records correctly.
Standalone setup
With this option, the system installs the DW application, MS SQL Server 2005
Express Edition and a Sample Database. It also installs Wilcom Embroidery
Software if this is not already on the computer. Use this setup where you want
to run the software on a standalone PC, or use it both as a workstation and
network server.
Client setup
With this option, DesignWorkflow is installed to the machine as a ‘client only’
application. The system installs the DW application and MDAC (if required) but

does not install the Sample Database. It also installs Wilcom Embroidery
Software if this is not already on the computer. The actual design database
resides on another machine. Use this setup where you need to connect to a
separate server hosting the DesignWorkflow database – i.e. one that has been
configured with the Server setup.
Note Before installation, the DW Administrator needs to provide the following

information:
Location of the client installation program on your network, or a copy of the
DesignWorkflow DVD-ROM.
All necessary logon passwords and network permissions.
Location of all necessary UDL files on the network or workgroup server.
Server setup
With this option, DesignWorkflow is installed to the machine as a ‘server only’
application. The system installs the DW Administration program. If there is no
existing database, MS SQL Server 2005 Express Edition is installed by default,
together with the DesignWorkflow sample database. Use this setup is used
where you have a dedicated workstation that will be used in a database server
role. Once the Server installation is complete, each user PC will need a Client
version of the software installed.
Administration setup
With this option, DesignWorkflow is installed to the machine as an
‘administrator’ application. Use this setup where you need to install the DW
Administration module. This module does not require a security device to run,
and does not install the database engine or allow access to designs. It is used
by the DW Administrator and others to configure DesignWorkflow and run
Backup and Restore functions.
Note You need a security device to install all software components.
Chapte r 1 Install ati on a nd S etu p 12

Typical shared workflow configuration
Here is a typical multi-user DesignWorkflow configuration.
Windows
Network
SQL server:
IT
DW server setup
Department
DW database
Tables
No dongle
Windows file server:
No DW software
DW administration PC: DW database files
DW standalone setup No dongle
Dongle
Design
Digitizer PC: Department
DW client setup
Dongle
Other
DW user PC: Departments
DW client setup
Dongle
Salesman notebook:
DW standalone setup
DW user PC: Dongle
DW client setup Copy of DW sales
Dongle Database
The various types of PC setup are described in the table below:
PC Setup Description
SQL Server You can install the MS SQL Server 2005 Express Edition server software
on this PC using the DesignWorkflow ‘Server’ setup type. This puts both
the DW Administration program and the SQL Server 2005 on this PC. A
dongle is not required to run. You can use the standard version to set up
shared, multi-user databases on network server computers. You do not
need the full size ‘Enterprise’ edition of SQL Server 2005, unless you have
a very large system.
Windows File The Windows File Server could be the same PC as the SQL Server, or it
Server could be an independent Windows file server for better performance. No
DesignWorkflow software is required on it. You decide this when you
create a database in DW Administrator.
DW This PC normally has the standalone (single-user) DesignWorkflow
Administrator installation, so that it can be used both for shared databases across the
network, and for local private databases on this PC.
Designer / A Designer’s PC would normally be used with only the DW Client setup.
Digitizer However, you might also consider putting a DW Administration setup on it
also to allow (senior) designers to perform some Administrator tasks on
the shared database. Alternatively, it may be desirable to give designers a
standalone (single-user) setup they need to be able to create or access
private local databases.
Other DW Users of DesignWorkflow from other departments, such as Customer
Users Service and Order Entry, would normally only have the DW Client software
installed. They would then only be able to use the shared network
databases.

PC Setup Description
Salesman A salesman’s notebook PC is a special case. This should be installed with
Notebook the standalone (single-user) setup so that the salesman can access local
database(s) stored on the notebook – e.g. for traveling – and can also
connect to and share the network databases when they are in the office
and have access to a network connection. See Setting up a sales laptop
for details.
Note See DesignWorkflow Database Setup for details. See also Database
Configuration and Administration.
Installed components
This table shows exactly which components are installed with the various
DesignWorkflow installation types.
Component Client Server Complete Admin

Administration z z
HASP z z
Help z z z z
HTML Templates z z z
MDAC (if required) z z z
SQL Server 2005 z z

(Express Edition)
Sample Database z z
Adobe Acrobat z z z z
Reader
SQL Server 2005

Wilcom DesignWorkflow is a powerful, multi-user SQL database system. Based
on Microsoft SQL Server 2005 database software to store its data.
SQL Server 2005 is a Microsoft database application for large and small
businesses. MS SQL Server 2005 Express Edition is installed as standard unless
SQL Server 2005 or later is already installed. A variant of SQL Server 2005,
Express Edition is designed for smaller businesses. You may want to consider
upgrading to a higher edition. For large, company-wide databases, the full
SQL Server 2005 edition or later will give better performance, and more
database administration tools. It can be purchased from Microsoft or one of its
distributors. Your Database Administrator will need to install and configure it
before DesignWorkflow is installed. See also System requirements.
Note DesignWorkflow uses the Microsoft Data Link (UDL) format to link to its
databases. UDL files are similar to Windows shortcuts, but they contain more
information about where the actual database and all of its attendant files are
located.
Microsoft® Data Access Components (MDAC)

Both Client and Administration installation types make use of Microsoft Data
Access Components (MDAC) technology. MDAC enables a client to talk to a

server (on another machine). It consists of different components including
ActiveX Data Objects. MDAC is installed by default (if required).
System integration
DesignWorkflow is designed to be part of a total ‘Enterprise Solution’. It is based
on SQL database technology and can therefore be readily integrated into other
systems ranging from simple accounting packages through to large Enterprise
Resource Planning (ERP) systems. It extends the Wilcom Wilcom Embroidery
Software CAD/CAM system allowing you to catalog designs on a local area
network. DesignWorkflow also links to Wilcom ES Machine Manager which
controls connection to machines and collects information for production
reporting.
Installing Wilcom DesignWorkflow

When you install DesignWorkflow, you have a choice of four basic installation
types – Server, Client, Standalone, and Administration. The first three
require Wilcom Embroidery Software to be installed. If this is not already on your
system, it will be installed by default. See also DesignWorkflow configurations.
Note You must be logged on with administrator privileges to install all the
components of DesignWorkflow on your Windows 2000 or Windows NT
computer.
Recommended installation sequence

We recommend that you use a standalone installation if you have not yet
installed any version of DesignWorkflow on your computer. You can then
familiarize yourself with DW operations on a standalone computer before
tackling the networking and sharing issues. New users should install and learn
DesignWorkflow in two stages:
Stage 1: local database on a standalone PC

Install the ‘One Computer’ version of DesignWorkflow on a standalone PC
first.
Install the sample database on this standalone PC.
Familiarize yourself with the operation of the DesignWorkflow software using
the local sample database on your PC.
Stage 2: shared database on a network server PC

Install the Server version of DesignWorkflow on a network server computer.
Install the sample database on this server as a shared database.
Return to your first PC and connect to the shared database on the server PC.
It is possible to set up DesignWorkflow for shared databases on additional
multiple computers. See DesignWorkflow Database Setup for details.
Caution If you want to re-install DesignWorkflow for whatever reason, this is

not the same as installing it for the first time. When you run the setup program,
it first checks to see if DesignWorkflow is already installed on your computer. If
it is, the program prompts you differently. You may want to re-install the sample
database for a new installation. Beware, however, that any changes you made
to it will be lost unless you move the old database to a different location and

rename the new one. Any other databases you may have created will be
maintained intact.
Installing DesignWorkflow
DesignWorkflow uses the same installation procedure as Wilcom Embroidery
Software. However, it diverges from the Wilcom Embroidery Software
installation when you select the DesignWorkflow option. See also
DesignWorkflow configurations.
Caution Do not attach your dongle until prompted to do so. If for any reason
you do attach the dongle before DesignWorkflow is installed or the PC rebooted,
you should cancel the Windows Auto Detect Hardware wizard if it appears.
To install DesignWorkflow
1 Ensure your computer meets the technical requirements for DesignWorkflow
software. See System requirements for details.
Note Ensure too that your login has Windows administrator level privileges.
2 Close all Windows programs but leave Windows running.
3 Insert the Installation DVD-ROM.
The installation program should start within 30 seconds and the Welcome
dialog appear.
Note If the installation dialog does not appear by default, use Windows
Explorer or My Computer to access the DVD drive and run the setup.exe
program.
4 Insert the Installation DVD-ROM.
5 Follow the prompts until you get to the Choose Products screen.
By default, the Wilcom Embroidery Software option is ticked while the
DesignWorkflow option is unticked.
6 For the purposes of the DesignWorkflow installation, untick the Wilcom

Embroidery Software option, tick DesignWorkflow, and click Next.

The Design Workflow Configuration screen appears.
The dialog provides three alternatives:
Option Description
One Computer The standalone (single-user) setup assumes that all operations will
be carried out on one PC. DesignWorkflow is installed to the machine
as a standalone application. If you choose this option, the system
installs the DW application, MS SQL Server 2005 Express Edition
(unless SQL Server 2005 or later is already installed), and the
Sample Database. It also installs Wilcom Embroidery Software if this
is not already on the computer.
Workgroup This setup assumes that operations will be divided amongst a number
of ‘workgroup’ computers – e.g. a number of ‘client’ PCs and a ‘server’
PC containing the database and administration components of the
software. The server may also act as a client in allowing design
viewing and recording functions.
Enterprise This setup generally assumes a dedicated ‘server’ PC which provides
design storage and administration functions for a number of
dedicated ‘client’ PCs which are used to access and record designs.
7 Choose the option which best suits your situation.

If you choose either the Workgroup or Enterprise option, you will be
further prompted to specify a precise configuration.
Depending on whether you have chosen Workgroup or Enterprise, further

configuration options include:
Option Description
Client only DesignWorkflow is installed to the machine as a ‘client only’
application. If you choose this option, the system installs the DW
application and MDAC but does not install the Sample Database. It
also installs Wilcom Embroidery Software if this is not already on the
computer. The actual design database resides on another machine.
Server only DesignWorkflow is installed to the machine as a ‘server only’
application. If you choose this option, the system installs the
Administrator application plus MDAC but no database. This machine
will serve as the DW database server.
Client & This is the same as the standalone (‘One Computer’) option without
Server the administrator module. With a Workgroup installation, you can,
optionally, include the administrator as well.
Administrator DesignWorkflow is installed to the machine as an ‘administrator’
application. If you choose this option, the system installs
MS SQL Server 2005 Express Edition and the sample database. This
machine will be used primarily to run Backup and Restore functions.
8 Choose the option which best suits your particular configuration. See also
DesignWorkflow configurations.
Tip Use the standalone installation if you have not yet installed any version
of DesignWorkflow on your computer. You can then familiarize yourself with
DW operations on a single computer before tackling the networking and
sharing issues.
If you choose ‘Server only’ or ‘Administrator’, the system immediately begins
installation of the DesignWorkflow software, displaying a progress bar. If you
choose ‘One Computer’ or ‘Client only’, the system checks to see if the latest
version of Wilcom Embroidery Software is already installed on the computer.
If not, the system will prompt you for a destination location for the application
and sample designs.

9 Click Install to begin the installation.
After the installation has run, an Installation Complete dialog appears.
10 Click Finish to restart your computer.
Your PC is automatically restarted and the dongle initialized and verified. After
installation, shortcut icons to the product are placed on the Windows Desktop
and in the Wilcom EmbroideryStudio Start menu program group. You can
now run DesignWorkflow for the first time and set up your design
database/s. See also DesignWorkflow Database Setup.
Starting DesignWorkflow for the first time
Double-click DesignWorkflow to launch the application.
Once you have correctly installed the standalone (single-user) DesignWorkflow

setup and re-booted your PC, start the program. When DesignWorkflow is first
installed on a computer, there are no databases yet set up, so you will not see
any designs. To start using DesignWorkflow you must first set up a database
using the DW Administration program. We recommend you start by using the
sample database packaged with the software.
To start DesignWorkflow for the first time

1 Ensure that you have already restarted Windows after installing
DesignWorkflow.
2 Attach the DesignWorkflow dongle. See also System security.
3 Start DesignWorkflow by double-clicking the desktop icon.
Alternatively, start DesignWorkflow from the Programs list via the Windows
Start button.
When you first run DesignWorkflow, there are no databases yet set up, so
you will not see any designs.
4 To start DW Administration from DesignWorkflow, select Database >

Administration.
The DW Administration window appears.

Chapter 2
DesignWorkflow Database Setup
All high-level configuration changes to DesignWorkflow are made using the DW

Administration program. This is accessed from the DesignWorkflow
Administration icon in the programs folder, or from the Databases menu in
DesignWorkflow. See also Installation and Setup.
It is the responsibility of the DW Administrator to control all changes made using
the DW Administration program. This should be a senior person with the highest
access level and responsibility for designing, setting up and maintaining all
DesignWorkflow databases. The DW Administrator may require help from the
System Administrator and, if using a Microsoft SQL Server running on a network,
from an SQL specialist.
Before users can use DesignWorkflow, the DW Administrator needs to:
Load DesignWorkflow on the user PC
Set up the SQL database
Define and explain the database classification categories being used by the
company
Provide users with a user name and logon password for DesignWorkflow
Arrange for users to receive appropriate network and Windows logon
passwords
Explain relevant DesignWorkflow settings that will affect their work
Provide users with a UDL file for each database they will connect to.
Note Design details saved in the CSV (Comma Separated Value) format can be
imported directly from spreadsheets. This is useful for using legacy data from
old databases when setting up a DesignWorkflow database. See Importing CSV
format data for details.
Opening and closing DW Administration

DW Administration can be opened by all users, but most options are only
accessible by those who have Level 5 Administrator access to the particular
database. When DesignWorkflow is first set up, only one person – the DW
Administrator – should have Level 5 Administrator access. Part of their role is to
assign access levels to users; they may give other users Level 5 Administrator
access to selected databases.
Note Until other users are set up and passwords assigned, the only valid user
name is Administrator, with a blank password.
To open and close DW Administration

1 Open DW Administration from the programs folder. Alternatively, select
Database > Administration from DesignWorkflow.

The Logon dialog opens. This will only happen when a database is set up.
Enter user name

and password
2 Enter your user name and password.

A new screen will appear, with different menu options. This screen will not
show databases until you have set them up.
3 Select Database > Exit to close DW Administration.
Creating databases for standalone and multi-user setups

Although you can add more designs to the DesignWorkflow sample database,
consider creating a new database for your company’s designs. Two types of SQL
Server can be used with DesignWorkflow:
Standalone and small-to-medium multi-user systems (‘workgroup’ size) use
the MS SQL Server 2005 Express Edition bundled with the DesignWorkflow
software.
Large multi-user systems, for example shared across the entire company
(‘enterprise’ size), need the full Microsoft SQL Server for best performance.
It is often better for all designs to be recorded in one database. While small
databases may be quicker to load and back up, you can only search for designs
in one database at a time.
UDL files
DesignWorkflow uses the Microsoft Data Link (UDL) format to link to its
databases. UDL files are similar to Windows shortcuts, but they contain more
information about where the actual database and all of its attendant files are
located. Copies of UDL files can be shared, renamed and relocated so that many
people can use the information. In effect, every user with DesignWorkflow can
have their own UDL link to the same database.

Tip Right-click any database and select Properties from the dropdown list to
see the UDL file’s detailed properties. On enterprise (SQL) systems, store UDL
files in a shared folder and set them to Read-only.
Unicode
Unicode is a standard for defining text characters. Instead of using many
thousands of different character sets, Unicode has just one set for all languages.
Theoretically, the Unicode character set will eventually contain every character
in every language ever used. DesignWorkflow databases can be set up to make
good use of Unicode. There are a number of important benefits, particularly for
the double-byte Asian languages – Japanese, Korean, Simplified Chinese and
Traditional Chinese. Unicode also benefits the Eastern European, Greek, Cyrillic
and Turkish languages because all those characters can be stored and
reproduced reliably. Unicode is not recommended for other languages (English,
French, German, etc.), however, because a Unicode DesignWorkflow database
is several times larger than the standard database.
Note Once a database is set up to use Unicode, it cannot be changed.
Setting up blank or pre-formatted databases

A DesignWorkflow database installation wizard guides you through the process
of setting up databases for for standalone and multi-user setups. Three
initialization options are available:
Predefined catalogs: installs predefined catalog lists which you can use as a
basis to start cataloging your designs.
Sample database: contains more than 100 designs, already categorized and
ready-to-use. We recommend that you install the sample database in order
to familiarize yourself with DesignWorkflow operations.
Blank: choose this option if you want to define your own catalog lists from
scratch.
You need a Microsoft SQL Server to build and maintain DesignWorkflow
databases. An optional MS SQL Server 2005 Express Edition can be installed on
PCs where DesignWorkflow is installed. This may be located on a standalone PC
or PC that acts as workgroup server.
Caution If you need to uninstall your SQL Server 2005 for any reason, to avoid
losing your DesignWorkflow information, you should always back up your
database first. This process will create a BAK file which you will use after you
have re-installed SQL Server 2005, creating a new database and restoring the
BAK file over top of the new database. See Backing up and restoring
DesignWorkflow databases for details.
Chapter 2 DesignWorkflow Databa se S etu p 22

To set up a database on a standalone or workgroup system
1 Open DW Administration. See Opening and closing DW Administration for
details.
Right-click and select

New Database
2 Select Database > New Database or right-click My Databases and select

New Database from the popup menu.
The New Database wizard opens.
3 Click Next.
The New Database > Select Database Type dialog opens.
Choose
database type
Three initialization options are available:

Load predefined catalogs: installs predefined catalog lists which you can
use as a basis to start cataloging your designs.
Restore sample database: contains more than 100 designs, already
categorized and ready-to-use.
Blank: choose this option if you want to define your own catalog lists from
scratch.

4 Choose a database type and click Next.
The New Database > Database Name dialog opens.
Enter name for

new database
5 Enter the database name that the SQL Server will know it by.
Caution Don’t include spaces or punctuation in the database name. There

must not already be a database of the same name in the SQL Server or you
will get the error message …OLE Error 80040E14.
6 Click the Browse button to save the above settings to a User Database Link
(UDL) file – this is later used to link to the database.
The Save As dialog opens.
Choose location for

database UDL
You are free to choose where to save this UDL. For first-time users, we
recommend that you save it in the folder where the other database files for
the sample database are located: C:\SampleDatabase.
7 Browse to the location where you want to save the UDL file and click Save.
The path is added to the New Database > Database Name dialog.
8 Click Next.
The New Database > Choose Server dialog opens.
Enter name of
SQL server to
use

9 In the Server Name field, enter the name of the SQL server you want to use
to manage your database. This will usually be the name of the computer
which hosts the SQL server. Do not use drive letters in the name.
By default, DesignWorkflow displays your own PC as the server name, but it
might be another PC in a workgroup. Talk to the System Administrator before
setting the server name.
10 Enter a User Name and set a Password as required.
The default user name is SA (System Administrator) but no default password
is set. Again, you may need to talk to the System Administrator before setting
these options.
Note The Use NT Security option is selected by default. This uses your
current Windows login for the SQL server. This is the recommended option.
11 Click Next.
The New Database > Unicode Character Set dialog opens. See Unicode
for details.
Choose whether
to store unicode
characters
12 Choose the required unicode character set option:

Select Do not allow store unicode characters if the database will
contain only European languages.
Select Allow store unicode characters for databases that will contain
Japanese, Chinese or Korean text.
13 Click Next.
The New Database > Summary dialog opens.
14 Click Next to start the database creation process.
Note If there is a problem connecting with the SQL Server, or if you entered
the wrong database name, there will be a delay of several seconds, after
which you will get an error message.
15 Click Finished to close the Wizard.

The database is added to the My Databases directory tree. You can now
access this database from DesignWorkflow.
16 Check the default database recording options as adjust as necessary. See

Setting recording options for details.
Tip Provide a copy of the UDL file link to the new database to all users who
will need it. See Making UDL links available to users for details.
17 Start DesignWorkflow and add your database by right-clicking
My Databases and locating the UDL file that you created in the
Administrator setup. See Connecting to databases for details.
The database is now ready for use.
Connecting to existing databases

You can connect to databases that are already set up but do not appear in your
DW Administration directory tree. See also Setting up Database Connections.
To connect to an existing database

details.

2 Select Database > Add a Database.
The Open dialog opens.
3 Browse to the folder containing the UDL file for the database you want to
connect.
4 Select the UDL file.
The database is added to the My Databases directory tree.
Making UDL links available to users

Provide a copy of the UDL file for each database to all users who need to access
it. Do this as part of creating a new database.
Note You will also need to assign each user a user name and password for the
new database before they can use it. See Setting up DesignWorkflow user
names and passwords for details.
To make UDL links available to users

1 Copy the UDL file needed by users to the clipboard.
2 Use Windows Explorer to browse to each user’s ...\Design Workflow folder.
3 Paste the file into each user’s folder.
4 Tell users to connect to the database using the instructions in Connecting to
databases.
Note You must also assign each user a user name and password for this
database. See Setting up DesignWorkflow user names and passwords for
details.
Locating and testing UDL files

Not every UDL file on your system will be used as a link to your databases, but
Windows Find is a useful tool when you need to locate them quickly.
To locate and test a UDL file

1 Open Microsoft Explorer.
2 Select Tools > Find > Files or Folders.

The Find All Files dialog opens.
3 Type UDL in the Named field, and select the local or network drive from the
Look in dropdown list.
4 Click Include subfolders, then click New Search.
5 Note the names and locations of the UDL files found on this drive.
Note Not all of the UDL files on your PC will be links to DesignWorkflow
databases.
6 Do one of the following:
Use Windows Explorer, and select File > New > Microsoft Data Link if
that option exists on the dropdown list.
Use Notepad to create an empty text file in your ..\DesignWorkflow folder
and change the file extension from TXT to UDL.
Note Give the UDL file a unique, meaningful name, e.g. Kim’s Designs.
7 Double-click the new UDL file.
The Data Link Properties dialog opens.

8 Select the Provider tab.
9 Select MS OLE DB Provider for SQL Server, and click Next.

The Connection tab displays.
10 Select the server or PC where the database is kept from the dropdown list or
enter its path in the Select or enter a server name field.
11 Select either Use Windows NT Integrated Security, or Use a specific
user name and password.
If the second option is selected, enter a user name and password which have
the appropriate permissions.
12 Click Test Connection.
A confirmation message appears.
Sharing the sample database with other users

The instructions above detail how to install the sample database on your
computer for local use. You can also make this (and other) databases accessible
to other DesignWorkflow users from other computers connected to the same
Windows network.
Preparing the server PC for sharing

To begin with, you need to prepare your ‘server’ PC for sharing with other
computers on the network.

To prepare the server PC for sharing
1 Start Windows Explorer.
2 Go to the folder which holds the database files for the database in question –
e.g. C:\SampleDatabase.
3 Right-click the folder.
Select Sharing to
share the selected
folder
4 Select Sharing from the popup menu.

The sharing dialog appears. The Windows network Share Name defaults to
the name of the folder itself.
By default the ‘share

name’ is the same as
the folder name
Make sure permissions

are also set for the
folder
5 Select the Share this folder option.

6 Click OK to accept these settings and make the folder shareable in the
Windows network.
Note Make sure permissions are also set for the folder. An icon of a human
hand is displayed next to the folder name in the Explorer listing to indicate
that the folder is shared.
7 Run the DW Administration program and select the database to share – e.g.
SampleDatabase.

8 Select Tools > Recording Options and select the File Locations tab.
Use:\ to indicate that a

server name follows
DWSample is the
Windows network
‘share’ name
9 Change the file location settings for the database from the local disk drive
C:\… designation to a URL designation which identifies the server name and
network share name.
Caution Do not use the C$ designation to specify a disk drive on the network
computer. Other users will not be able to access it.
10 Click OK.
11 When prompted, choose to move the designs to the network folder location.
12 In DW Administration, optionally create DesignWorkflow User Logins for
anyone who needs to access the database.
13 With Explorer, optionally make your UDL file ‘read-only’ to prevent accidental
changing.
Preparing the client PC for sharing

Having prepared the ‘server’ PC for sharing, you now need to prepare the ‘client’
PC for sharing.
To prepare the client PC for sharing

1 Install DesignWorkflow with the Client setup (or greater) on the client PC.
2 Run DesignWorkflow.
You now need to connect to the desired database by opening the UDL file
which is on the server computer.
3 Select Database > Connect to Database.

The Open dialog appears.
Locate the Microsoft

Windows Network
4 Locate the Microsoft Windows Network.

5 Double-click the server in the network server list.
6 Double-click ‘share’ folder name, in this case, SampleDatabase.
Double-click UDL
7 Select the UDL file, in this case, Sample.udl.

8 Click Open.
The client PC is now connected to the database on the network.
9 Log on to the MyDWSample database with a valid user logon.
Note The default first-time user login is Administrator and the password is
blank.
Working with enterprise systems

Enterprise systems use a Microsoft SQL Server installed on your network. These
servers may be controlled by a Database Administrator who sets up new
databases and creates UDL files for each new enterprise (SQL) database. The
Database Administrator will also determine individual access to the database
and sets each user’s access level. Consequently, the methods used to create new
databases for enterprise systems may be different from those used for
standalone and workgroup users. See also Installation and Setup.

Setting up databases on enterprise systems
New enterprise databases are often created with no structure – i.e. no user
tables. They must be formatted before they can be used to store designs and
data.
Caution The Format Database tool will destroy all data in a database. Use it
only on new, empty databases that have not been formatted during setup.
To set up a database on an enterprise system

details.
2 Select the database to be formatted in the directory tree and double-check
that it is empty.
If the database does not appear in the directory tree, select Database >
Connect to Database, and browse to the UDL file created earlier by your
Database Administrator. See Connecting to existing databases for details.
3 Select Database > Format Database.
Two confirmation boxes open in succession.
4 Click Yes in both to format the database.
The Recording Options dialog opens. See Unicode for details.
Tip Provide a copy of the UDL link to the new database to all users who will
need it. See Making UDL links available to users for details.
Installing the sample database on enterprise (SQL) systems

When DesignWorkflow is installed, a large group of sample design files are
placed in a new folder called ..\SampleDatabase on the drive where your
DesignWorkflow software is installed. These sample files can be installed using
the New Database Wizard when you first create a new database. Or they can
be installed separately on an enterprise (SQL) systems after the database has
already been created.
Note You may require help from your company’s Database Administrator to
install the sample database where users can access it.
To install the sample database on an enterprise (SQL) system

1 Ask your company’s Database Administrator to create:
a new database and name it SampleDatabase
a new UDL file and name it SampleDatabase.UDL. See Creating UDLs on
enterprise (SQL) systems for details.
details.
3 Connect to the new database’s UDL file. See Connecting to databases for
details.
Caution Check that SampleDatabase is selected – the next actions will

overwrite all existing information in the database.

4 Close DW Administration, then re-open it by selecting Database >
Administration from DesignWorkflow.
The Logon dialog opens.
5 Log on to the new SampleDatabase as administrator.
Click to back
up or restore
6 Click the Backup & Restore icon.

The Restore Database panel opens by default. See Restoring standalone
and workgroup databases for details.
7 Browse to \SampleDatabase\SampleDatabase.bak.
8 Click Restore after ensuring that no-one is using the database.
SampleDatabase.bak will fill the database with a sample group of fully
categorized designs.
9 Change the default recording options to use server names instead of drive
letters.
Tip You can also change the locations of the design and other files in the
sample database. See Setting recording options for details.
Creating UDLs on enterprise (SQL) systems

Unlike databases created using the New Database Wizard, where the UDL file
is created as part of the process, new UDL files on enterprise (SQL) systems
require additional steps.
To create a UDL on an enterprise (SQL) system

1 Create the new database. See Creating databases for standalone and
multi-user setups for details.
2 Open Notepad or another plain text editor.
3 Select File > Save As, select All Files from the Save as type dropdown,
and save the blank file in a convenient folder as <filename>.UDL.

4 Close the text editor and double-click your new UDL file in Windows
Explorer.
Select Microsoft
OLE DB Provider for
SQL Server
5 Click the Provider tab then select Microsoft OLE DB Provider for SQL
Server and click Next.
6 Select the server where the database is stored from the dropdown list beside
Select or enter a server name.
7 Enter the user name SA, but don’t enter a password.
8 Select the name of your new database from the Select the name of the
Database on the server list.
9 Click Test Connection, and if successful, click OK to finish.
Setting up a sales laptop

These instructions detail how to create and maintain a sub-database of your
main DesignWorkflow database for salespeople to take on the road. It explains
how to share the DesignWorkflow information and design previews without
providing direct access to your valuable design files.
Note These instructions presume that the salesperson laptop is connected to

the network when a sub-database is created or synchronized.

Installing sub-databases to a laptop
Use the following procedure to set up a sub-database on a sales laptop.
To install a sub-database to a laptop

1 Connect the laptop to the network.
2 Install a full installation of the DesignWorkflow and attach the
DesignWorkflow security dongle.
3 Open the DW Administration program.
4 Create and name a new database on the laptop – e.g. Salesperson01.
5 Add a new database by connecting to the main DesignWorkflow database on
the network.
6 Export all of the lists from the main database to text files.
7 Connect to the Salesperson01 database from DW Administration.
8 Import all of the lists from the text files you previously created.
9 Start DesignWorkflow on the laptop and connect to the main database.
10 Run a search to find all the designs you want to copy to the Salesperson01
database.
Tip It could be useful to use the Customer or Catalog fields to classify the
designs that the salesperson has access to.
11 Select Edit > Select All and then Edit > Copy.
12 Connect to the Salesperson01 database.
13 Select Edit > Paste.
14 Using Windows Explorer, go to the location on the laptop where the design
files are stored and delete them all.
This ensures there are no existing design files on the laptop.
Tip The location of the design files can be found by checking the DW
Administration. See Setting default network locations for details.
DesignWorkflow will report that the designs are now missing.

15 To show the design icons again, select View > User Preferences and
deselect the Show Missing Designs option.
Deselect ‘Show
Missing Designs’
16 Disconnect the laptop from the network.
Keeping sub-databases in sync with the main database

Use the following procedure to keep a sub-database on a sales laptop in sync
with the main database.
To keep a sub-database in sync with the main database

1 Connect the laptop to the network.
2 Connect to the main DesignWorkflow database.
3 Connect to the Salesperson01 database.
4 Find the last date a design was record to the database.
Tip Sort the database by First Recorded (Descending) and look at the
properties of the first design.
5 Write down the date it was last changed.
6 Open the main database and select the same search criteria as you used last
time to create the Salesperson01 database.
7 In the First Designed field enter the database field which is greater than (>)
the latest First Designed field on the Salesperson01 database.
Enter database field

greater than (>) latest
First Designed field on
Salesperson01
database
8 Select all designs returned from the search and copy them.

9 Open the Salesperson01 database and paste them into the database.
Note For modified designs, this technique will paste a copy of the design.
10 Select duplicates and delete older versions.
11 Go to the location on the laptop where the new design files where copied and
delete them.
12 Disconnect the laptop from the network.
Automatically recording designs to databases

The Auto Record Designs function allows the DW Administrator to set up
automatic design recording any DesignWorkflow database. This means that
designs can be recorded automatically from a folder to database at specified
times without user intervention. The function is installed automatically with any
‘Complete’ or ‘Administrator’ option.
Setting up automatic recording of designs

Follow these steps to setup the automatic recording of designs in
DesignWorkflow.
To set up automatic recording of designs

details.
2 Select Database > Auto Recording Options.
The Auto Recording Designs dialog opens.
Browse to source
folder
Browse to target
database UDL
Select design
status
3 To activate the auto record feature, select the Automatically Record

Designs checkbox.
4 Specify the folder you want to automatically record designs from.
5 Specify the option required if the system encounters designs of the same
name.
Skip that design: The system will skip the design; it is not recorded to
the database.

Update the existing design: The system will overwrite the existing
design with the new design.
Note If a design has been skipped or there is a problem with the recording
process, the system will move the file to a sub-folder called ‘Skipped’. Log
files are generated in a sub-folder called ‘Log’ so that you can troubleshoot
the problem.
6 Choose a database to record the design to by specifying the UDL of the
database.
7 Select the status of the designs to be recorded – e.g. ‘Approval Required’.
8 Click OK.
The setup of the automatic recording options is complete. Now you need to
set up a Windows Scheduled Task to auto-record designs. See Setting up
Windows Scheduled Task to auto-record designs for details.
Setting up Windows Scheduled Task to auto-record designs

The Microsoft Scheduled Task utility is included in Windows Control Panel. It
allows you to schedule the Auto Record Designs function to run at a specified
time.
To set up Windows Scheduled Task to auto-record designs

1 Select Start > Settings > Control Panel > Scheduled Tasks.
Double-click Add
Scheduled Task
2 Double-click the Add Scheduled Task icon.

The Scheduled Task Wizard opens.
3 Click Next.

4 Browse to the ..\ESWin\Design Workflow folder, select
AutoRecordDesigns.exe and click Open.
5 Type a name for the task and specify the time interval you want Auto Record
Design to run – Daily – and click Next.
6 Specify the time and day you want the task to start and click Next.
7 Enter the name and user if you would like the task only to be run when that
user logs in and click Next.
8 Select the advanced properties if you want to set further options, including
tasks which start more regularly than each hour.
9 Click Finish.
The Auto Record Designs function is added to your scheduled tasks.
Double-click
AutoRecordDesigns

10 Double-click the Auto Record Designs function.
Add /auto switch to

Run path
11 Add the /auto switch to the Run path.

This switch automatically closes the Design Recorder window after the
function has run. Without any parameter, it remains open.
Note Run Validate and Refresh New Designs when finished.
Importing data from old databases

The designs and information stored in databases using the previous version of
ES Database can be imported into your DesignWorkflow database using DW
Administration. This operation requires Level 5 Administrator access, and should
be supervised by your DW Administrator.
Note Ensure that the old database is backed up before attempting to import it.
To import data from old databases

details.
2 Select the database that you will import the old data into.
3 Select Database > Import Data From Old Database.
The Database Mapper Wizard opens.
4 Read and follow the directions provided by the Database Mapping Wizard,
and click Next to move to the next screen.

5 Select the kind of database – DOS or Windows – depending on the version of
ES Database used to save it.
6 Accept, edit, or browse to the location of the old database using the ... button.
7 Select the type of database engine to be used to import the data – Microsoft
Data Access Components, or Borland Database Engine.
8 Click Finish to start importing.
9 Notepad will display a log file when the data has been imported. This can be
used to troubleshoot any problems you may have encountered while
importing.
Note Run Validate and Refresh Database when finished. See Validating
database schema and indexes for details.

Chapter 3
Database Configuration and Administration
It is the DW Administrator who is generally responsible for the day-to-day

administration of DesignWorkflow databases. The DW Administrator determines
who gets access to databases, what users can see and do, and who defines the
categories under which information will be stored. The DW Administrator is
generally the manager of the company’s design section. This person has the
necessary background knowledge and authority to control what goes into
databases and how the information is to be used.
Validating database schema and indexes

Whenever you install a new version of DesignWorkflow over an existing version,
you need to update your database schemas to ensure that all database tables
and columns are present and data types are correct. Occasionally too an index
may become corrupted. This does not affect the data integrity, but it can affect
performance. In these instances you need update the database schema and/or
validate indexes.
Updating database schemas

Whenever you install a new version of DesignWorkflow over an existing version,
you need to update your database schemas to ensure that all database tables
and columns are present and data types are correct. You are prompted to do so
whenever you attempt to select a database which is not of the required version.
To update database schemas

details.
Update selected
database schema
2 Select a database and right-click to invoke the popup menu.

3 If you are not already logged on, select Log on from the menu.
Enter user name

and password
4 Enter user name and password.

Note Until other users are set up and passwords assigned, the only valid user
name is Administrator, with a blank password.
5 Right-click again and select Update Schema from the popup menu.
A confirmation message appears when the database schema has been
successfully updated.
Validating database indexes

If you are using SQL Server 2005 then you probably have a maintenance plan
already set up by your DW Administrator which performs a validation and
optimization on a regular basis. Thus you will not need to use this feature.
Tip A separate Validate and Refresh function ensures that all records in the
database are up-to-date with their design files. Designs which have been
automatically recorded to any DesignWorkflow database must be validated with
the Validate and Refresh New Designs function. See Validating and
refreshing databases and designs for details.
To validate database indexes

details.
Click to assign
passwords and
email privileges
2 Select a database and click the Tools icon.

3 Select the Validate Database Schema and Indexes option.
The Validate Database Schema and Indexes panel opens.
Select only if no other

users are accessing
selected database
Click to proceed
4 Make sure no other users are accessing the database, and tick the checkbox.
5 Click Proceed to proceed with the validation and optimization.
Message boxes will confirm the progress of the dictionary validation and index
rebuild. On completion, a confirmation message is displayed.
Chapter 3 Data base Configuration and Administration 44

Setting recording options
You get designs into the database by ‘recording’ them. There are several ways
of doing this. The DW Administrator should select the best method for the
company, and set it up so that everyone uses it consistently. Recording option
settings are stored with the database files on the server so everyone uses the
same settings. Only a Level 5 Administrator has access in DesignWorkflow to
change these settings. See Access levels for commands for details.
You can set options for handling duplicate designs, and for moving or copying
design originals. DesignWorkflow also lets you specify default locations for
designs and their associated image files. These options are then applied when
recording designs into the database.
Note Always use server names – e.g. \\DesignServer – instead of drive

letters – e.g. Y:\ – when setting up workgroup databases.
Setting recording options for duplicate design names

If you don’t have rules for naming designs, the same design name may be used
many times in different folders. This may not be a problem in separate folders,
but DesignWorkflow will not let you record duplicate names to a database. Many
companies use unique numbers for design names to prevent duplicate names.
Note When you re-record a design, DesignWorkflow will ask you for
confirmation each time.
To set recording options for duplicate design names

details.
Click to set
recording options
2 Select a database and click the Recording icon.

The Designs panel opens by default.
Select design
name recording
option
3 Select one of the available Design Names options:

Rename the new design: make separate database entries for duplicate
designs.
Skip that design: ignore duplicate designs – i.e. designs of the same
name already recorded to the database.
Update the existing design: overwrite existing design information, but
keep all of the text and classification information.
Ask me each time: prompt users to rename duplicate designs as they are
recorded.
See also Setting recording options for design file locations and Setting
recording options for automatic stitch file creation.
Setting recording options for design file locations

DesignWorkflow allows you to create design records with EMB files. It also lets
you create design requests with or without EMB files or artwork present. You can
scan artwork direct or attach digital artwork, and enter any information required
to initiate the design request. Any type of file, including word and email
documents can be attached.
DesignWorkflow provides recording options for both design files and
attachment files. These options govern system behavior when recording designs
to databases or creating design requests. You can set the same or different
options for either file set. These include leaving files where they are, copying
them to the database, moving them, or prompting you each time. Consider
using to ‘move’ option. This:
Ensures that there is then only one copy of a design, artwork, etc.
Hides designs from casual users – you can then be sure that the information
in the database always matches the actual file.
Makes it easier to manage designs, including backups, etc.
Caution If the ‘move’ option is used, all files will be removed from their original
location upon recording to a database.

To set recording options for design file locations
details.
Click to set
recording options

Select design file Select attachment

recording option file recording
option
3 Select one of the options available for both design files and attachments:
Move the files to new location: remove design files from their original
network location and move to database.
Leave the files where they are: provide link to files – files remain in
their original network location. To ensure that files are accessible to all
users, the locations need to be shared.
Copy the files to new location: copy design files to the database. Note,
however, that this can lead to version-control problems.
Ask me each time: prompt users to decide on file handling at the time of
recording. You would not normally use this option unless there is a clear
company policy to the contrary. Otherwise there may be confusion about
where the master files are actually located.
Tip Attachment files can be linked to a design request to instruct digitizers.

See also Configuring design request options.
See also Setting recording options for duplicate design names, and Setting
recording options for automatic stitch file creation.
Setting recording options for automatic stitch file creation

DesignWorkflow can create stitch files for most machine formats and add them
to the database while designs are recorded. By automatically so doing,
DesignWorkflow reduces the risk of stitch files becoming out of sync with the
parent EMB design file. It also lets other people in your company use the stitch
files without needing access to the original design file. When creating the
machine format stitch file, DesignWorkflow uses the same Design Conversion
Option settings as if you converted the design manually using the
DesignWorkflow File > Save As command.

If no machine formats are selected, only the original design file is saved. This is
practical with EMB files – you can generate a stitch file in the format needed by
your machines whenever you wish, using any program that reads an EMB file.
However, you may need to create a stitch file for a Multihead machine (e.g. DST)
or Schiffli machine (e.g. T15), or for use with other software systems.
If you select one or more machine formats, DesignWorkflow will automatically
convert the design to those formats when you record an EMB design. The stitch
file(s) will be saved with the database design files, as specified in the Database
Design Locations. See Creating databases for standalone and multi-user
setups for details.
To set recording options for automatic stitch file creation

details.
Click to set
recording options

Click to set
stitch files
options
Select required
machine
formats
3 Select the Stitch Files icon.

The Stitch Files panel opens displaying available machine formats.
4 Tick the checkbox to select all required machine formats.
See also Setting recording options for duplicate design names, and Setting
recording options for design file locations.
File locations
DW Administration has design location recording options for designs and their
associated image, stitch, and other files. These defaults are used whenever you
record designs. They are also set when a new SQL database is set up. They can

be changed at any time by a Level 5 Administrator. Any existing files can then
be moved to new directories automatically. Design files are normally located on
the same computer as the SQL Server software, but you may locate them on
any disk drive.
Tip Designers will need both read and write access to designs on your
network. Non-designers will probably need only read access.
Types of files stored with designs in database

For each design recorded in the database, DesignWorkflow always keeps:
a design file (the actual embroidery design file, usually EMB)
a thumbnail file (bitmap image file), previously called an ‘icon’
a TrueView image file of the design.
DesignWorkflow will also keep track of all associated files such as:
original electronic artwork
design briefs
AVI movies
scanned images of the actual stitchout of the design.
If required, DesignWorkflow will also create and keep track of any number of
machine format stitch files. See Setting recording options for automatic stitch
file creation for details.
Filenames used for recorded designs

When a design is recorded into the database, the design filename stays the
same, and the filename is also used as the database Design ID. The thumbnail
and TrueView image files are saved with a variation to the filename. For
example, for design file 123456.EMB:
The Design ID in the database is 123456.
The database thumbnail is saved as 123456-emb-tn.png.
The database TrueView is saved as 123456-emb-tv.png.
Selecting folders for designs and associated files

When choosing the network location for the files being recorded by the
DesignWorkflow database, ensure that the location:
is accessible to everyone who must access the database
has enough disk space
can be easily backed up so you don’t lose data.
By default, DesignWorkflow gives the main folder the same name as the server
plus the database. This makes it easy to remember which files go with which
database. You can also select a different folder name if required.
Setting default network locations

Consider using the same sub-folder names as used in the default setup of
DesignWorkflow. For example, if you set up a database called MyDesigns on a
network server named \\DesignServer, your directory structure will be
\\DesignServer\MyDesigns\Designs, etc. Use Windows network
permissions to restrict access to individual folders. For example, you might want
to give some people access to the TrueView folder for internet web browsing, but
not to the actual design files.

Tip The network paths are case sensitive, but you can use Internet Explorer to
correct paths. See UDL files for details.
To set default network locations

details.
Click to set
recording options

Click to set file

location options
Update paths to
required locations
Select required
file location
3 Select the File Locations icon.

The File Locations panel opens showing current design, stitch, and
associated file locations.
Recorded file types include:
Design Files: These are the actual embroidery design files, either copies
or the originals. See Setting recording options for design file locations for
details.
Stitch Files: These are the stitch files created automatically when designs
are recorded, as specified in the Stitch Files tab. See Setting recording
options for automatic stitch file creation for details.
Associated Files: These include:
File type Description

Thumbnail Files Thumbnail images of the embroidery design files used by
DesignWorkflow.
TrueView Files Real-size TrueView images of the embroidery design files as
displayed in the Properties dialog. See Viewing design information
for details.
Stitch Out Files Scanned images of the actual design stitch out or ‘swatch’. See
Viewing design information for details.
Artwork Files Original artwork files used in the creation of the embroidery design.
See Viewing design information for details.

File type Description
Image Files Palletized images of embroidery designs created automatically
when designs are recorded. See Setting recording options for
automatic image file creation for details.
Attached Files Scanned artwork or other file – any type of file, including word and
email documents can be attached. See also Setting recording
options for design file locations.
4 Update the drive letter (or server name) and path to the required location –
e.g. C:\MyDatabaseFiles\2000\Design, or for workgroups,
\\DesignServer\MyDatabaseFiles\2000\Design.
Note If the Synchronize checkbox is selected, changing one path name will
update paths for all other file types – Thumbnail files, TrueView files, etc –
simultaneously.
5 Click a button to specify the design file location.
Copy the files to new location: copy design files to the database. Note,
however, that this can lead to version-control problems.
Move the files to new location: remove design files from their original
network location and move to database. If you choose to move the
designs, the originals will be deleted. Ensure that all users know what to
expect.
Note Buttons only become active if changes have been made to database
locations.
When this finishes, Notepad will display a log file that you can use to
troubleshoot any problems.
6 Run Validate and Refresh Database when finished. See Validating and
refreshing databases for details.
Setting recording options for automatic image file creation

The Recording Options dialog also allows you to turn the Automatic Imaging
feature on or off and to select the required image format. When enabled,
DesignWorkflow automatically creates palletized image files of embroidery
designs recorded to a database. The purpose of the feature is to supply image
files to customers who require design images for third party software packages,
such as catalogs, order entry systems, and so on. Files created by Automatic
Imaging are a simulation of the stitch view image displayed in Wilcom
Embroidery Software. The technical details are as follows:
256 color palletized image file (8 bit)
BMP or PNG file format
First color in the pallet is the background color.
All other colors in the pallet correspond to design components in order of color
stop sequence.

To set recording options for automatic image file creation
details.
Click to set
recording options

Click to set image

recording options
Select image
file format
3 Select the Automatic Image checkbox to activate the feature.

4 Select a file format from the dropdown list – BMP or PNG.
5 Tick the Transparent TrueView checkbox as required.
By default DesignWorkflow stores TrueView images with the background
color of the original EMB file included. If you want to use the image in another
program in order, for instance, to superimpose the design onto a garment,
use this option to render the background transparent. It also removes the
background from the image in the Properties > TrueView tab. See Viewing
design information for details.
6 Tick the Display Design Background in Thumbnails checkbox as
required.
By default the background of thumbnail images is set to white. This option
sets the background color saved with the EMB file to display in the thumbnail.
Note If you set either of these options in an existing database, run the
Validate and Refresh command to update the TrueView and Thumbnail
images. See Validating and refreshing databases for details.
Setting recording options for automatic design naming

DesignWorkflow allows you to set up an auto-generated number which is used
as the default design name for new design requests. This can later be
transformed into a proper design name when the request has been processed.

To set recording options for automatic design naming
details.
Click to set
recording options

Click to set
automatic design
naming options
Activate
auto-naming for new
design requests
3 Select the Auto Names icon.

4 Select the Activate Feature checkbox to activate Auto Names.
The other options become available.
5 Enter a prefix for generated names.
The prefix may identify the design as one belonging to the selected database.
Or it might be an ‘R’ for example to indicate that the design originated from
a ‘Request’.
6 Enter a starting number in the Number field as required.
You may already be using a numbering sequence and wish to start your
auto-naming at a predefined number.
7 Enter an interval setting in the Interval field as required.
The system will use this setting to increment auto-names accordingly. For
instance, you may intend to create revisions of the same design and update
the number manually.
Customizing design properties

DesignWorkflow allows you to change the labels of design property fields
displayed within the user interface. You can also tag them as mandatory or
otherwise. You can even define your own fields for inclusion on the Properties
and other dialogs. Even specify which fields to display when viewing thumbnails
and summary information in the main DesignWorkflow display area.
Customizing design property fields

Change the labels of design property fields displayed within the user interface
as required. Include rollover hints as well, and tag fields as mandatory or

otherwise. All fields are included by default but none is classed as ‘mandatory’.
Fields appear in the Design Properties, Search, and Record Design dialogs.
To customize design property fields

details.
Click to
customize field
names
2 Select a database and click the Customize Field Names icon.

The Design Request panel opens by default.
Modify field label

as necessary
Enter handy rollover

hints
Tag field as
mandatory or not
Click to synchronize
modifications with Design
Reqest field labels
3 Select the Design Properties icon.

4 Edit field labels as you want them to appear in the Design Properties,
Search, and Record Design dialogs.
By default these are the same as field names but they can be changed to
anything you like.
5 Select a field in the Mandatory column and toggle it to ‘Yes’ as necessary.
Use the dropdown list or simply double-click the field.
Fields tagged as mandatory will appear in red in the Design Properties,
6 To provide users with custom rollover hints, enter a short description in the
Hints field.
All changes will be reflected in the Design Properties, Search, and Record
Design dialogs when you next open DesignWorkflow.
7 Click Synchronize Design Request Labels as required.
All changes will also be reflected in the Design Request and Search Design
Request dialogs.

Creating user-defined fields
DesignWorkflow allows you to add your own user-defined fields to databases.
You can define fields of various data types including text (max 50 characters),
number, date/time, yes/no, or list. Fields appear in the Design Properties,
To create user-defined fields

details.
Click to
customize field
names

Click to add
user-defined field to
database
Enter handy
rollover hints
Tag field as
mandatory or not
3 Select the User Defined Fields icon.

4 Click Add to add a user-defined field to the database.
The User Defined Fields dialog opens.
Enter name for your

user-defined field
Enter custom
rollover hints
5 Edit a field label as you want it to appear in the Design Properties, Search,
and Record Design dialogs.
6 Select the data type for the field from the Data Type dropdown list.
You can define fields of various data types including text (max 50 characters),
number, date/time, yes/no, or list. If a ‘List’ data type is added, the field is
added as a new list in the current database. Only simple list field
configurations can be created – i.e. a single level structure only, no

child/parent relationships or multiple values. See also DesignWorkflow List
Setup.
7 Select ‘Yes’ from the Mandatory dropdown list in order to tag the field as
mandatory.
Fields tagged as mandatory will appear in red in the Design Properties,
Hints field.
9 Click OK.
The field is added to the User Defined Fields table.
10 Repeat the above steps to add more fields to the User Defined Fields table.
11 Make any further changes to the table itself as necessary:
Modify the field label by clicking any Label field and editing.
Change the Mandatory field status by selecting from a Yes/No dropdown
list.
Modify rollover hints by clicking any Hints fields and editing.
To delete an entry, simply place the cursor in the field and click Delete.
All changes will be reflected in the Design Properties, Search, and Record
Design dialogs when you next open DesignWorkflow.
Customizing summary information fields

DesignWorkflow allows you to specify which fields to display when activating
the Thumbnails and Summary view in the main display window. Changes are
viewed by anyone using that database. Substitution is restricted to seven fields.
You have the option of replacing the single letter label prefix – e.g. S, C, H, W,
V – which appears before the field data.
To customize summary information fields

details.
Click to
customize field
names

Select replacement
field from dropdown
Edit field label
3 Select the Thumbnail Summary icon.

4 To change fields, click within the cell and select an alternative from the
dropdown list.
5 Enter a single letter in the Label column to identify the field.
This single letter label prefix – e.g. S, C, H, W, V – appears before the field
data in Thumbnails and Summary view mode. If left blank, the system
left-justifies the field used at that position.
Configuring design request options

Order entry and customer service staff generally initiate design requests in order
to communicate design instructions and artwork to the digitizing department.
The design request function is configured by the DW Administrator. Within this
setup you select the fields to include in the Design Request dialog.
DesignWorkflow also lets you preview and print design requests with or without
your own custom (HTML) letterhead attached. The letterhead location is set up
within the DW Administration module as well.
Note For a full description of the Design Request feature, see Working with
Design Requests.
Configuring design request fields

Within this setup you select the fields to include in the Design Request dialog,
change field names and rollover hints, and set mandatory fields. By default all
fields are selected but none is classed as ‘mandatory’. Fields appear in the
Design Request and Search Design Request dialogs.

To configure design request fields
details.
Click to
customize field
names

The Design Request panel opens. With new databases, all fields are placed
by default in the Selected column.
Modify field label

as necessary
Use arrow buttons to add Enter handy

or remove fields rollover hints
Tag field as
Click and drag to change mandatory or not
field display order
Note Fields that include an asterisk * in the name are copied to the design
record when a design request is completed. You may consider tagging these
as mandatory.
3 Decide which fields you want to include on the Design Request dialog:
Use the arrow buttons to move required fields from the Available Fields
list to the Selected list.
Conversely, to deselect a field, move it from the Selected list to the
Available Fields list.
4 Edit field labels as you want them to appear in the Design Request dialog.
By default these are the same as field names.
5 Select a field in the Mandatory column and toggle it to ‘Yes’ as necessary.
Use the dropdown list or simply double-click the field.
Fields tagged as mandatory will appear in red in the Design Request dialog.
Hints field.
7 Click and drag fields in the Selected list to define the order in which fields
are to appear in the Design Request dialog.

The changes will be reflected in the Design Request and Search Design
Request dialogs when you next open DesignWorkflow. See Creating design
requests for details.
8 Click Synchronize Design Labels as required.
All changes will also be reflected in the Design Properties, Search, and
Record Design dialogs.
Configuring the custom letterhead location

DesignWorkflow lets you preview, print, and email design requests with or
without your own company letterhead (HTML or bitmap) attached. The
letterhead location is setup within the DW Administration module. See also
Printing design requests and Emailing design requests.
Note If you want to attach a letterhead to emailed design requests, you need
to use a bitmap image.
To configure the custom letterhead location

details.
Click to customize
letterhead
2 Select a database and click the Letterhead icon.

The Letterhead panel opens by default.
Click to browse
for location
3 Key in the path to the letterhead template or click the Browse button.
Browse for
letterhead HTML
file
4 Browse for your custom letterhead (HTML or bitmap) file and click Open.

This file will now be used whenever you preview or print a design request.
Backing up and restoring DesignWorkflow databases

The methods used to backup and restore Enterprise systems are very different
from those used for standalone and workgroup systems.
Enterprise systems are backed up and restored by a Database Administrator
using specialized SQL backup tools.
Standalone and workgroup systems can be backed up and restored by
your DW Administrator using the tools built into DesignWorkflow.
Your DesignWorkflow database contains valuable information. It can hold a
large number of designs which represent a substantial investment of time and
effort. Check and back up DesignWorkflow databases frequently to protect
your records.
Backing up DesignWorkflow databases is an insurance against the loss of stored
information. A backup is a copy of all or part of DesignWorkflow and design files.
If DesignWorkflow becomes unusable, for example, due to a virus or hardware
failure, backup files can be used to restore it. Use backup as well if you need to
uninstall your SQL Server 2005 for any reason, to avoid losing your
DesignWorkflow information. Off-site storage of your backup further safeguards
your data. Keep more than one backup.
Note Schedule backups at times when all users are logged out of the system.
New backup files should not overwrite existing backup files. Keep at least two
other copies of the files. One copy should be kept off-site in case of fire, theft or
damage to the building. You may use any type of backup device, for example,
floppy disks, tape or an optical disk, depending on the size of the
DesignWorkflow database. Contact your local computer dealer for information
regarding backup devices and software.
Note When you use the Backup and Restore commands, only the index tables
used by the SQL Server are saved and restored. You must also backup/restore
the actual designs and data files separately, using Windows backup/restore
functions.
Backup names
The names used for backup files (bak) of SQL databases are not allowed to
contain spaces. For example, Main Database.bak is an illegal name. However,
if you forget to remove spaces, DesignWorkflow will add an underscore
character to the name for you. For example, Main Database.bak will be
renamed Main_Database.bak.

Backing up standalone and workgroup databases
Standalone and workgroup systems can be safely backed up by the DW
Administrator using the Backup tool in DW Administration. Back up to either a
network drive that the company regularly backs up, or to a removable drive that
can be stored safely away from the PC.
Caution You must run DW Administration on the same computer as the

database. You cannot back up or restore databases across a network.
To back up a standalone or workgroup database

details.
Click to back
up or restore
2 Select a database and click the Backup & Restore icon.

The Restore Database panel opens by default.
3 Select the Backup icon.
The Backup Database panel opens.
Select Backup
icon
Click to browse
for location
4 Key in the path to the backup file or click the Browse button to browse for the
backup location.
5 Enter a backup name.
It must be unique and should include the backup date and other information
needed to identify the contents.
For example: 010227_Kim_Design_Db.bak
6 Click Save to start the backup.
Note Only the database is backed up by this process. Back up your design
files using standard Windows backup tools.

Backing up enterprise databases
Enterprise systems should be backed up using specialized SQL backup tools and
the expertise of a Database Administrator.
To back up an enterprise database

Supply a list of the databases you want to back up to the Database
Administrator.
Provide details of the location of design files, database files and the frequency
of backup.
The Database Administrator will schedule backups using the specialized SQL
database backup tools.
Restoring standalone and workgroup databases

Standalone and workgroup systems can be safely restored by the DW
Administrator using the Restore tool in DW Administration. If you delete the
wrong files or have a system failure, you can replace missing or corrupted files
by restoring them from a backup tape, disk or other medium. Test your backup
method by occasionally restoring the data from backup as if a data loss had
occurred. Consider doing this at least once after your first backup. When you
restore a database, you will lose any information added to the database since
the backup was made. This information does not include changes made to
design files which are not stored in the database.
Caution You must run DW Administration on the same computer as the

database. You cannot back up or restore databases across a network.
To restore a standalone or workgroup database

details.
Click to back
up or restore
2 Select a database and click the Backup & Restore icon.

The Restore Database panel opens by default.
Select checkbox
to proceed
Click to browse
for location

3 Select the checkbox if you are certain this is the database you want to
restore.
Caution The restore operation will delete all current data from the database.
4 Key in the path to the backup file or click the Browse button to browse for the
backup location.
5 Click Restore after ensuring that no-one is using the database.
The backup will overwrite the existing database.
Tip Restore your design files separately to their original folders if necessary.
6 Run Validate and Refresh Database when finished. See Validating and
refreshing databases for details.
Restoring enterprise (SQL) databases

Enterprise (SQL) systems should be restored using specialized SQL restoring
tools and the expertise of a Database Administrator.
To restore an enterprise (SQL) database

Supply your company’s Database Administrator with details of the files and
databases to be restored.

Chapter 4
Logon Passwords, Access Levels and
Permissions
DesignWorkflow offers four levels of protection:

System-level security: the dongle prevents unauthorized users from using
your software.
Database level: the System Administrator can set user names and passwords
on the database to prevent unauthorized access to your designs.
Application level: user names and passwords can be set to prevent
unauthorized use of the application.
Application feature level: user levels can be set to limit access to application
features according to need.
DesignWorkflow logon passwords apply to databases, not to the program itself.
Anyone with access to the program can open it, but as soon as they attempt to
enter a database, they will be prompted for a logon password.
The DW Administrator should ensure that each user receives appropriate logon
passwords, access levels and permissions to complete their tasks. These
measures work together to secure your company’s valuable data and designs,
and prevent damage or loss. New logon passwords, access levels and
permissions are set in the DW Administration module. See Opening and closing
DW Administration for details.
Note The DW Administrator must be logged into a database with Level 5

Administrator rights to make any additions or changes to DesignWorkflow’s
logon passwords, access levels or permissions. Separate permissions are
required to make changes to your Windows network or your SQL Server.
Database and network logon passwords

Three separate user name and logon passwords will affect users of
DesignWorkflow:
Windows networking permissions
SQL Server user name and password
DesignWorkflow user name and password.
Windows networking permissions

Each user needs a Windows network user name and logon password supplied by
the System Administrator or network manager. Ask the network manager to
grant each user access to the disk drives and folders they need to use on the
network. These permissions are needed for both the SQL Server data and the
design file directories. They will affect whether you can access the design,
thumbnail and other files you may need.

Note You can restrict some users to ‘read-only’ to protect information.
SQL Server user name and password

Each user may need an SQL Server Logon supplied by the Database
Administrator. This will affect whether you can change data or create databases.
Note If you use mixed mode or Windows authentication, you don’t need an SQL
logon.
DesignWorkflow uses a Microsoft SQL Server database engine which has its own
user name and logon password. Use this logon to access the SQL Server 2005
server. The Username is SA, and the Password is blank. If your company buys
Microsoft SQL Server, ask the network manager to set up a user name and
password for each user.
DesignWorkflow user name and password

Each user also needs a DesignWorkflow user name and logon password. The
DW Administrator should supply each one with an appropriate user name and
logon password. These allow them to see and use those parts of
DesignWorkflow they require.
DesignWorkflow access levels and predefined users

There are five access levels in DesignWorkflow. Access levels prevent
unauthorized users from seeing or changing vital company designs and data. For
example, designers may be given access to see and change all designs and
database entries, while sales persons may be restricted to read-only access.
Generally it is the responsibility of the DW Administrator to set up, edit and
delete user names and passwords for each DesignWorkflow user. Level 5
Administrator access rights are required.
Roles and access levels

Each DesignWorkflow user name and logon password is assigned a particular
access level. The access level determines which database commands each is
allowed to use, and which database fields each is allowed to see and/or change.
The table shows the minimum access levels needed for various tasks. Any tasks
not listed here are accessible by all access levels. For details of all commands
restricted by access level, refer to Access levels for commands.
Access Design
Typical users and permissions
Level Access †
- Network manager: -
• Setup and maintain the Windows Network and the SQL
Server.
5 DW Administrator/Design department manager: Yes
• Unrestricted access to all DesignWorkflow capabilities.
• Can set up and maintain the DesignWorkflow database, user
names and logon passwords, recording options, and all the
various lists and classifications used in DesignWorkflow.
† Access to licensed designs is determined by the DW Administrator.

Access Design
Typical users and permissions
Level Access †
4 Design department staff: Yes
• Access to all DesignWorkflow capabilities except those for
changing DesignWorkflow user names and logon passwords,
classifications, recording options, etc.
• Can see but not change database design locations or settings.
• Can freely create and edit database design records.
• Can freely create and edit any design in the database.
3 Senior staff in other departments in company: Maybe
• Cannot see database design locations or system settings.
• Can see and access all unlicensed design records.
• Can edit some design record fields.
• Cannot delete design records.
• Can output database designs to machines and to disk.
2 Junior staff in other departments in company: Sometimes
• Can see and access all unlicensed design records.
• Can edit some design record fields.
• Cannot open design files for editing.
• Cannot record design files into database.
• Can output database designs to machines.
• Cannot output database designs to disk.
1 Casual users from other departments in company: Usually no
• Can see all unlicensed design records.
• Cannot edit any design record fields.
• Cannot open design files for editing.
• Cannot record design files into database.
• Cannot output database designs to machines or to disk.
† Access to licensed designs is determined by the DW Administrator.
Note Access levels govern designs in databases, not designs in folders which
are not protected by DesignWorkflow access levels.
Access levels for commands

Minimum access levels needed for various items are listed in the table below.
Any items not listed here are accessible from all access levels.
Command Full Access

New Database 5
Recording Options 5
Database Design Locations 5
Database Image Options 5
DesignWorkflow Logons 5
Chapter 4 Logon Passwords, Access Levels and Permissions 66

Command Full Access
Manage Database Lists 5
Move Recorded Designs 5
Record Designs From CSV 5
Refresh Design Images 5
Record Design(s) from Folders or other 4
databases
Convert Design Options 4
Cut/Copy/Paste 4
Delete 4
Publish List of Designs 4
Record Design from Designer 3
Licensed Designs By User
Open Design 3
Convert Design 3
Stitch Design 2
Punch Tape 3
Email By User
Access levels for fields and tabs

Minimum access levels needed for various items are listed in the table below.
Any items not listed here are accessible from all access levels. See also Design
Record Fields.
Fields and tabs Full Access Read Only

Technical Details tab 4 1
Production Information tab 3 1
TrueView Image tab 3 1
Stitchout Image tab 3 1
General Information tab 2 1
Design ID field 4 1
Licensed From field 4 1
Type of Work field 4 1
Category field 4 1
Digitized By field 4 1
Review 4 1
Design Description field 3 1
Price field 3 1
Notes fields (five fields) 3 1
Last Change field 3 1
Customer List 3 2
Reference field 3 1
Customer field 3 2

Fields and tabs Full Access Read Only
Keywords field 2 1
Catalogs field 2 1
Predefined DesignWorkflow users

When installed, DesignWorkflow comes with a number of predefined database
users. These can be used as they are or as a guide for your own setup. The user
name and password restricts users to database operations defined by any one
of the five access levels. Access levels and email privileges are already defined
but passwords are not. Any of these settings can be modified as required.
Access Licenced Email Product

User Description
Level ‡ Designs † Support Model
Salesperson 1 True Images Viewer View, request and search only. Cannot
Only change field entries.
Design Sales 2 True All Viewer View, request and search only. Can change
less important record information. Must
email designs for sales.
Order Entry 2 True Images Viewer View, request and search only. Can change
Only less important record information. Email
images only for approval.
Customer 2 True Images Viewer View, request and search only. Can change
Service Only less important record information. Email
images only for approval.
Company 2 True Images Viewer Create management reports.
Owner Only
Machine 2 True None Professional Full Interaction with machine connection.
Operator Cannot modify designs. Limited access to
change fields.
Production 3 True Images Viewer View, request and search only. Can change
Supervisor Only most fields in design record.
Design 4 True All Professional Full Interaction with designer. Assigns
Supervisor design requests to designers and creates
management reports.
Designer 4 True Images Professional Full interaction with designer. Converts
Only design requests into design records.
Customer 5 True All Viewer View, request and search only.
Service Responsible for controlling database lists
Manager and some user administration.
Administrator 5 True Images Viewer Full access to administrator application.
Only Sets up initial database, lists, request views
and interface look and feel - status color,
thumbnails, catalog headers, etc.
System 5 True All Professional Full control
Manager
‡ Do not change access levels for default user names. † Access to licensed designs is determined by the DW Administrator.
Setting up DesignWorkflow user names and passwords

Generally it is the responsibility of the DW Administrator to set up, edit and
delete user names and passwords for each DesignWorkflow user. Level 5

Administrator access rights are required. The DW Administrator has three
options:
Assign individuals one of the predefined user names and passwords. These
are based on job function; several people may share the same user name and
password. See Predefined DesignWorkflow users for details.
Set up unique user names and passwords for each person in the company,
using their Windows user names. This method gives greater control and
security while making it easier for users to remember.
Create a hybrid setup using a combination of user names based on job
function as well as individual user names. For example, you might have a
generic logon for salespeople and machine operators, but individual names
for people such as designers who are responsible for updating records. This
may be important for change tracking.
Note The Administrator user name and password allows full access to all parts
of DesignWorkflow. Provide this access level to the minimum number of people.
Setting up and modifying user logons

The same procedure can be used for assigning passwords and email privileges
to predefined users, or users you have set up. For each access level, you should
note whether the user should have access to the company’s licensed designs.
For greater security, provide a unique DesignWorkflow name for every system
user. For new database users, email privileges need to be defined as well.
Note A single predefined DesignWorkflow user can be shared by people who

require the same access. For predefined database users, access levels and email
privileges are already defined but passwords are not.
To set up or modify user logons

1 List all of your company’s DesignWorkflow users, give each a personal user
name – e.g. ‘John Smith’ – or a group name – e.g. ‘Customer Service’ – and
note which of the five default access levels will be assigned to each.
Tip Where you wish to create personal logons, use existing Windows user
names or email names as user names.
2 Assign a unique password to each predefined user, and add these to the list.
Note Users may change this password at any stage. See Changing database
passwords for details.

details.
Click to assign
passwords and email
privileges
4 Select a database and click the Users icon.

If you have Level 5 Administrator access rights, the User Administration
dialog opens displaying all users on your system.
Click Add for new user,

or select existing user
and click Edit
5 Click the Add button if you want to create a new user logon, or select an
existing user from the list and click Edit, or simply double-click.
The User Details dialog opens.
Enter or edit user

name, access level
and password
Select to allow
access to
licensed designs
Assign email
privileges
Note The User Details dialog can always be opened for editing at a later
stage.
6 Enter or edit user name, access level and password. See DesignWorkflow
access levels and predefined users for details.
7 Deselect the Licensed Designs checkbox if you want to restrict the user’s
access to licensed designs.
8 Select the Edit Customers checkbox as required.
This allows users of any security level to edit the customer list when recording
a new design or design request. This is particularly useful if your customer
service representatives deal with new customers on a regurar basis.
9 Assign email privileges according to the user’s organizational role.

10 Click OK to save the entry, then repeat for each of the other user levels.
Settings take effect the next time the user logs into DesignWorkflow.
11 Advise all users of their user names and interim passwords.
Also tell them how to change their passwords. See Changing database
passwords for details.
Note Administrators can change passwords, user names, access levels and
access to licensed designs as any stage. Simply double-click a name to edit.
Removing users from the system

If you have assigned individual login passwords to users, remove them from
your system when the user leaves your company. Deleting removes the details
from the User Administration dialog, but not from any database entries. You
can also remove the ability of a user to access the system by changing their
Access Level to 0 (zero).
To remove a user from the system

details.
Click to assign
passwords and email
privileges
2 Select a database and click the Users icon.

If you have Level 5 Administrator access rights, the User Administration
dialog opens displaying all users on your system.
Select user and

click Delete
3 Select the user you want to remove from the system and click Delete.

Chapter 5
DesignWorkflow List Setup
Setup lists are used to add pre-defined information to DesignWorkflow

databases. For example, each customer is selected and added to the database
via a Customers list box. The advantages are obvious – fewer typing errors,
quicker selection, greater consistency, and control over what information can be
added to the database. See Selecting search criteria using List dialogs for
details.
The DW Administrator is responsible for deciding what information will be
available in each of the list dialogs, and for configuring each list. This is done
using DW Administration, and Level 5 Administrator permissions are required.
Customizable lists
The Lists menu allows you to select and configure lists such as Categories,
Keywords, Design Styles, etc. The following information will help DW
Administrators to compile their company’s list items.
Tip Before entering new list information, determine all of the list items your
company will need for the database. Maintain an up-to-date copy of your
database list items, and refer to it whenever you make changes.
Catalogs list
The Catalogs field is intended for keeping track of different groups of designs
for various purposes. For example:
Catalog Comment
Design Packs Stock designs sold in a group (typically of 20 or 30).
Catalogs Used for Spring 2001 catalog, Summer 2001 Catalog, etc.
Special Promotions Used for a special promotional event.
Theme Packs Used for Olympic packs, football packs, etc.
Note Any one design may be in several different catalogs, so multiple entries
can be made for catalogs in this field. Do not confuse the Catalog field with the
Categories field or the Keywords field.
Categories list
The Categories list is used to classify designs by theme, in the same way that
clipart and stock design catalogs are set up. Do not confuse Categories with
Catalog, or Keywords, or other fields. Categories lists are hierarchical, with

three or more levels as illustrated below. See Setting up the Categories list for
details.
When searching for designs by Categories, selecting one of the higher level
items will automatically select its sub-items, which you can de-select if
necessary. See Selecting search criteria using List dialogs for details.
Keywords list
The Keywords list allows you to add one, or more, independent keywords to a
design for various purposes. Don’t use Keywords for any of the other
‘predefined’ classifications like Customer, or Type of Work. Set up the lists for
these other fields first, and then only define keywords for things that are not
covered by the other fields. Some suggestions for use of keywords are:
Keywords Comment
NHL An NHL related design
NBA An NBA related design
Disney A design licensed from the Walt Disney company
Corporate A design for a client company’s staff uniforms, promotional items, etc.
Note Select keywords that are meaningful to your company. Show the list to all
those who will use the database – e.g. designers, sales people, customer service
representatives and factory production people. Ask them what other types of
things they would like to be able to search for.
Types of Work list

The Types of Work list lets you classify each design according to application.
This makes it possible to search for things like ‘all cap designs’. It also tells those
who review the design what digitizing method was used, and what type of

equipment to use to run the design. The suggested entries in the Types of
Work list are:
Type of Work Comment

Cap Design for a cap. Either front, back, or side.
Garment Design that gets stitched directly onto a made up garment.
Garment Piece Design to be stitched onto a piece of a garment before being made up
into a complete garment.
Emblem Design that is stitched on backing as an emblem, and needs to be cut out
and overlocked.
Crest Design that is stitched on backing as an emblem, and needs to be cut out
and overlocked.
Badge Design that is stitched on backing as an emblem, and needs to be cut out
and overlocked.
Allover Design that repeats all over embroidered fabric.
Socks Design stitched onto socks.
Aetz Design stitched on soluble backing.
Guipure Design stitched on soluble backing.
Chemical Lace Design stitched on soluble backing.
Chenille A Chenille design.
Chenille Combo A design with both Chenille and normal embroidery.
Schiffli A design to be run only on Schiffli machines.
Schiffli Boring A Schiffli design that requires boring devices on the machine.
Schiffli A Schiffli design digitized to run on either a Schiffli machine or a
Multihead multihead machine.
Tip You can specify only one type of work for each design, but you can create
new items that combine several aspects. For example, if you want to specify a
design as a cap design, and also specify the position on the cap, create four
different types of work – Cap Front, Cap L Side, Cap R Side, Cap Back. When
you search later, you add all four types of cap to your search list. Or, for example,
you can search only for Cap Front.
Other lists
Other customizable lists include Currencies, Customer, Digitizers, Fabric,
Garments, Hoops, Locations, License, Request Status, Statuses, Threads, and
My List.
List Comment
Currencies The Currencies list is used to classify designs by the currency relating to
the set price.
Customer The Customer list is used to classify designs according to the customer
to whom they have been sold. See also Temporarily removing inactive
customers and digitizers.
Digitizers The Digitizers list is used to record names of your company’s digitizers.
Or, if your designs are punched outside, you can enter the punching
center name with or without the digitizer name.
Chapter 5 De signWorkfl ow List S etup 74

List Comment
Fabric The Fabric list is used to specify the type of fabric or backing the design
is suited to. You could also list the garment, or type of garment under
Fabric. See also Types of Work list.
Note: This field is only a general designation. It is not a full work order
specification that includes quantities, colors, or sizes of garments.
Garments The Garments list is used to classify designs by the type of garment they
were created for.
Hoops The Hoops list is used to list the preferred hoop or frame to use when
stitching the design. If you do not wish to specify this, leave it blank. If you
do enter a hoop here, tell digitizers and others to:
• check it each time they make changes to the design
• re-record the design to the database.
Locations The Locations list is used to indicate the location of the design on the
garment.
License The Licenses list is used to record the names of companies from whom
you have licensed a design – e.g. Walt Disney, NHL, Coca Cola, Warner
Brothers, NBA, NFL, etc. This field is only for designs for which you have
a license and pay royalties or other fees. All designs are protected by
copyright, and the purpose of this field is not to list the copyright for all
designs.
Request Status The Request Status list is used to track design requests through the
system.
Statuses The Statuses list is used to classify designs from design through to
approval stages – e.g. Approval Required, Approved, Archived, etc. See
Setting up the Status list for details.
Threads The Threads list is used to list the type and/or size of thread to use – e.g.
Rayon, Rayon 120/2, Rayon 150/2, Polyester, Cotton, Silk, Mixed, etc.
Note that this is a general designation. If you use different types of thread
in the one design, specify each thread separately in Wilcom Embroidery
Software using the Edit Thread Colors dialog.
My List The My List list is available to create a user-defined list of any sort.
Setting up lists
Each type of list is configured in DW Administration via its own list dialog. Items
can be added, edited, replaced, re-imported from spreadsheets, or exported to
a TXT file as required. Changes come into effect immediately for all database
users. See Opening and closing DW Administration for details.
Before entering new list information, you are advised to determine all the list
items your company will need for the database. Maintain an up-to-date copy of
your database list items, and refer to it whenever you make changes. See also
Customizable lists.
Caution Don’t use commas within lists. For example, if you use a comma in a
customer list – e.g. ‘Smith, John’ – the system is not able to display records
containing this value when you run a search. This is a limitation in the way SQL
uses commas to indicate separate search criteria.
Adding items to lists

Items can be added at any time using the appropriate list dialog.

Note Unlike the other lists, Categories is hierarchical – i.e. It allows you to
have sub-items and display them in a tree format with three or more levels. See
Setting up the Categories list for details.
To add items to a list

details.
2 Select a database and click the Lists icon.
Select to include Click to add

items in database new item
tree
3 Select the type of list to be configured from the Lists menu – e.g. Keywords.
4 Click Add.
The Enter a New Value dialog opens.
Artistic Enter new

item name
Note You cannot delete or edit the default ‘-’ category. This is applied to all
items which are not defined.
5 Enter the new item and click OK.
6 Add more items as required.
As the list changes, it is re-sorted automatically in ascending alphabetical
order.
Note You cannot add a second item of the same name.

7 Select the checkbox to include items in the database tree in DesignWorkflow.

When activated, all items in the list appear in database directory tree.
Items appear in
database
directory tree
8 Select a different item in the directory tree to save changes to the list.
Renaming items in lists

Items in lists can be renamed at any time using the appropriate list dialog.
To rename items in a list

details.
Click to rename
selected item
3 Select the type of list to be configured from the Lists menu – e.g. Licenses.
4 Select an item and click Rename or double-click.
Disney Rename
selected item
5 Overwrite the current item and click OK.

order.
6 Click OK to save list.
Note Click Cancel to undo all changes, additions, and deletions from the list.
Deleting items from lists

If you choose to delete item values, DW Administration gives you the option of
replacing the value with another – e.g. ‘Unspecified’ – before deleting the old
value. Use this when you want to permanently remove all instances of a value.
For example, you may want to remove a customer from your database and make
that customer’s designs available to all other customers.
To delete items from a list

details.
Click to rename
selected item
3 Select the type of list to be configured from the Lists menu – e.g.
Categories.
4 Select an item and click Delete.
The Delete List Item References dialog opens.
If you want to delete the item value completely, click Delete. All
references to this value will be deleted.
If you want to keep any data assigned to this item value, click Replace.
See Replacing items in lists for details.
Note You cannot delete the default Unspecified category. It is applied to all
items which are not defined.

Replacing items in lists
If you choose to replace item values, DW Administration replaces every
reference to the old value throughout the database. For example, your database
may contain two versions of a customer’s name – e.g. ‘Acme Corp’ and ‘Acme
Corporation’ – when you only want one – e.g. ‘Acme Corp’.
To replace items in a list

details.
Click to replace
selected item
Categories.
4 Select the item to be changed, then click Replace.
Another list dialog opens.
5 Start typing the replacement text for the item – e.g. Unspecified – until the
item you want is selected, or type a new value, and click OK.
All references to the original item value will be replaced.

Setting up the Categories list
Most lists use a simple selection system except for the Categories list which is
hierarchical – it has sub-categories. Categories lists let you add new items,
sub-items, and sub-sub-items. Before starting, determine all Categories items
your company will need. For examples refer to the stock design catalogs by
companies like Dakota Collectibles, OESD, and Great Notions. They categorize
their designs in a theme-based hierarchy for end-user customers to easily find
stock designs. Consider restricting the number of top level categories to
between 20 and 30, and avoid making artificial sub-categories. Define a
category or sub-category only for things that you know people will want to
search for.
To set up the Categories list

details.
Click to add
major category
3 Select Categories.
4 Click Add.
Animals Enter major

category
5 Enter your major category item – e.g. Animals.

6 Click Add ‘Child’ to add a sub-item – e.g. Birds.

7 To add further sub-categories – e.g. Eagle – select the sub-item and click
Add ‘Child’ again.
Click and drag

selected items
between categories
8 Continue adding items and sub-items as required.

order.
Tip Click No ‘Parent’ to move a selected lower-level item to the first level.
To move an item to another category, drag and drop it onto a new parent.
Setting up the Status list

The Status list is used to classify designs from design through to approval
stages – e.g. Approval Required, Approved, Archived, etc. For ease of
recognition, DW Administration lets you color-code design thumbnails for each
status setting.
Note If you do not want to color-code the design status, set all status colors to
white.
To set up the Status list

details.

Click to add new

design status
Click to select
color to associate
with status
Choose whether
display color in
background or footer
3 Select Statuses.
4 Click Add.
Approval Required Enter status

title
5 Enter the title for the design status – e.g. Approval Required – and click
OK.
The item appears in the Statuses list with no color associated.
6 Select the item and click Status Color.
The Color dialog opens.
Select a color
7 Select a color to associate with the design status and click OK.

8 Choose where you want the status color to display – background or footer.
Thumbnail background Thumbnail footer
Note The footer is selected by default when you have the Display Design
Background in Thumbnails option selected in the recording options. See
Setting default network locations for details.
The design status item is now available for use. Design status can be changed
via the Properties or Group Properties dialogs. See Modifying database
records for details.
Temporarily removing inactive customers and digitizers

If you have many ‘inactive’ customers – i.e. customers who haven’t ordered
designs for some time, or who order only occasionally – your Customers
selection list can become very long and cumbersome. Similarly, your Digitizers
list can also become too long. You can shorten either list by temporarily
removing the names of inactive customers or digitizers – without removing them
from the database. You can reinstate these names at any time.
To temporarily remove a customer or digitizer

details.
Deselect to
temporarily remove
customer(s)
3 Select Customers (or Digitizers).

4 Deselect the checkbox(es) beside the customer(s), or digitizer(s), you want
to temporarily remove.

Note You can reinstate these customers/digitizers at any time by
re-selecting their checkboxes.
Exporting and importing lists

You can export lists from a database to be read by a word processor, or imported
into a spreadsheet or another database. Correspondingly, you can import whole
lists of items as word processor or spreadsheet text (TXT) files.
Caution You need to manually export/import all administration ‘lists’ before

copying designs to the new database. See also Recording designs using Cut &
Paste or Drag & Drop.
Exporting lists
You can export individual lists as TXT files which can be read by a word
processor, or imported into a spreadsheet or another database.
Note Only one type of list can be exported at one time – e.g. Customers list.
To export a list
details.
Click to export list

to a text file
Categories.
4 Click Export.

By default, the new TXT file will take its name from the list being exported –
e.g. Categories.txt.
5 Browse to the folder where you want to save the new file, and rename the file
if necessary.
6 Click OK to save the file.
Tip After exporting a list, you can print the contents of the TXT file using any
standard Windows printer. Open the file using Wordpad or a word processor.
Re-format the file as necessary to suit your needs.
Importing lists
You can import whole lists of items as word processor or spreadsheet text (TXT)
files. This is particularly useful for synchronizing the Customers list in the
DesignWorkflow database with your accounting department’s master customer
list. It is also useful for transferring lists between different computers or different
offices of the same company.
Caution Proofread and edit the text file before importing.
To import a list
details.
Click to import list

from a text file

3 Select the type of list to be configured from the Lists menu – e.g. Licenses.
4 Click Import.
5 Browse to the folder containing the TXT file which lists the items.
6 Select the file and click Open.
The list will be imported and merged with the list you have open.
7 Check the merged list before you click OK.
If you find anomalies such as similar items, click Cancel. Any duplicates
will be ignored.
Edit and save the original TXT file in Wordpad before trying again.
8 Click OK to add the new items to this list.

PART II
USING THE SYSTEM
This section is for people who use the system. Other information for setting up the system
and databases is in the Database Setup & Administration section.

Chapter 6
Setting up Database Connections
DesignWorkflow allows multiple users to access the same database. Once

passwords and user names have been set up, users can also change their
personal passwords at any time. DesignWorkflow uses the Microsoft Data Link
(UDL) format to link to its databases. Each UDL stores the connection
information for a particular database. Your company may have many of these
database files on your network and on individual PCs. Database links can be
removed when they are no longer needed.
Before you can use DesignWorkflow, the DW Administrator needs to:
load DesignWorkflow on your PC
set up the SQL database
define and explain the database classification categories being used by your
company
provide you with a user name and logon password for DesignWorkflow
arrange for you to receive appropriate network and Windows logon passwords
explain any relevant DesignWorkflow settings that will affect your work
provide you with a UDL file for each database you will connect to.
Note If you are attempting to connect to a database that was created in a

previous version of DesignWorkflow, you should first run the Validate Dictionary
and Optimize Indexes function. This will update the table structure and avoid
any error messages. See Validating database schema and indexes for details.
Changing access permissions

Your DW Administrator will set up and provide you with a DesignWorkflow user
name and password that conforms with your company’s security policy. You will
also need a Windows user name. See Logon Passwords, Access Levels and
Permissions for details.
Note DesignWorkflow user names and passwords apply to each database, not
to the DesignWorkflow program. You will probably use the same user name and
password for all the databases you access – but these must be registered
separately for each database by your DW Administrator.
Changing database passwords

Once passwords and user names have been set up, users can change their
personal passwords at any time. If you have access to several databases, you
will need to change your password separately for each database.
Caution Do not change shared passwords. Shared passwords are those used
by several people who share the same DesignWorkflow user name – e.g.

Junior, Senior, Designer. Shared passwords should only be changed by the
DW Administrator.
To change a database password

1 Open DesignWorkflow and select the database.
See Opening DesignWorkflow for details.
2 Select Database > Change Password.
The Change Password dialog opens.
Enter old and

new passwords
3 Enter your present password in the Old Password field.

4 Enter your new password in the New Password field.
5 Enter your new password again in the second New Password box to ensure
that it has been keyed correctly.
6 Click OK.
Your password for this database is updated.
7 Repeat for each database that you use.
Changing database users

If another user wants to use your PC to access a database, they should
immediately log on with their own DesignWorkflow user name and password.
For added security, they should also exit Windows and log on using their own
Windows password.
Note Only your DW Administrator, or another person with Level 5 privileges,

can add a new user name and password. See Setting up DesignWorkflow user
To change a database user

1 Open DesignWorkflow and select the database.
2 Select Database > Change User.
Enter user name

and password
3 Enter your user name.

4 Enter your password.
5 Click OK.
Establishing database links

Users can connect to any database UDL file provided that they have the required
permissions and access rights. These may vary with each database to which they
connect. See Logon Passwords, Access Levels and Permissions for details.

Note Not all of the UDL files on your PC will be links to DesignWorkflow
databases.
Connecting to databases
Once a database has been set up by the DW Administrator, you can connect to
it by means of its UDL file. The DW Administrator should provide a copy of the
file to all users who need to access it.
Note The DW Administrator will also need to assign each user a user name and
password for the new database before they can use it. See Setting up
DesignWorkflow user names and passwords for details.
To connect to a database
1 Open DesignWorkflow.
2 Select Database > Add a Database.
3 Browse to the folder where you saved the new UDL file, select it and click
Open.
Chapte r 6 S etting up Databa se Connec tions 90

The new database will be added to the My Databases directory tree, and you
will be prompted to log on.
Tip Provide a copy of the UDL link to the new database to all other users who
will need it. Or tell them where it is kept on the network. See also Making UDL
links available to users.
Removing database links

Connections to databases that are no longer needed can be quickly and
permanently removed from the system.
To remove a database link

1 Open DesignWorkflow and select the database to be removed.
Remove connection
to selected database
2 Right-click and select Remove Database from the popup menu.

Note Only the UDL file is removed, not the database.
Validating and refreshing databases and designs

The Validate and Refresh function ensures that all records in the database are
up-to-date with their design files. Designs which have been automatically
recorded to any DesignWorkflow database must be validated with the Validate
and Refresh New Designs function.

and Optimize Indexes function. This will update the table structure and avoid
Validating and refreshing databases

The Validate and Refresh function ensures that all records in the database are
up-to-date with their design files. It checks the database and ensures that
thumbnails and information details are current. Use it particularly after:
importing from old databases
restoring files from a backup
external editing of database files
updating DesignWorkflow to a later version.
The Validate and Refresh feature can also be used to update designs and
thumbnails in folders. Use it if designs and thumbnails stored in folders are not
displaying properly. This may occur if you have recently updated your
DesignWorkflow software.
Note DesignWorkflow displays a Notepad log file when you validate and refresh
designs. Use this log file to troubleshoot any problems encountered.
To validate and refresh a database

1 Open DesignWorkflow. See Opening DesignWorkflow and viewing designs for
details.
2 Select the database and all designs you want to refresh and validate.
3 Select View > Validate and Refresh.
The Validate and Refresh Options dialog opens.
4 In the Options panel, select or de-select:

Design Information
Thumbnails
TrueViews
Chapte r 6 S etting up Databa se Connec tions 92

Stitch Files.
Tip If you have a large database, select only items which need validating to
reduce the time taken.
5 In the Scope panel, select either:
Missing Information Only, or
Complete Refresh. This option will take longer to complete.
6 Click OK.
A message box tells you when the process is complete.
Validating and refreshing new designs

The Auto Record Designs function allows the DW Administrator to set up
automatic design recording any DesignWorkflow database. When the function
has run, however, newly recorded designs must be validated. See also
Automatically recording designs to databases.
To validate and refresh new designs

1 Open DesignWorkflow. See Opening DesignWorkflow and viewing designs for
details.
2 Select Database > Validate and Refresh New Designs.
A message box tells you when the process is complete.

Chapter 7
Accessing Designs in DesignWorkflow
DesignWorkflow lets you view designs residing both in folders and

DesignWorkflow databases. In the main display window designs can be viewed
in three different formats and sorted according to need. You can filter the
contents of the display window to show only certain types of file. When a design
is recorded to a DesignWorkflow database, a design record is created. You can
view the record, including actual-size TrueView images and stitch samples, in
the Properties dialog. When you select a design in a DesignWorkflow database
or folder, you can:
Record the design to a database (if it is in a folder).
Cut/copy/paste the design to a different folder or database.
Rename or delete the design.
Edit the design record.
Convert the design to a different format.
Stitch the design to an embroidery machine connected to the Wilcom
Embroidery Software system, or punch it to tape.
Print the design to a production worksheet or online catalog.
Open the design in Wilcom Embroidery Software for viewing or editing.
Email the design and/or associated image file and stitch file.
Opening DesignWorkflow and viewing designs

DesignWorkflow lets you view designs residing both in design folders or
databases. Before you can view existing databases, you must open
DesignWorkflow, log on to a database and set some defaults. DesignWorkflow
displays thumbnails and limited design information whenever a design folder or
database is selected. You can filter the contents of the display window to show
only certain file types.
Opening DesignWorkflow
Double-click the desktop icon to open DesignWorkflow. Wilcom Embroidery

Software will open by default.
DesignWorkflow lets you view any supported design file type residing in both
design folders and databases. (See also Supported File Types.) Your access to
design folders on your network is only limited by network access rights
determined by your System Administrator. Your access to design databases is
determined by your DW Administrator. You may have access to several
databases and can change between them at any time. Navigating to design
folders and databases in DesignWorkflow is very similar to browsing with
Windows Explorer.

Tip DesignWorkflow requires significant system resources to run efficiently. On
older PCs, close any applications not strictly required. Close DesignWorkflow in
View by Details mode so that it opens more quickly next time.
To open DesignWorkflow
1 Double-click the DesignWorkflow icon on the Windows desktop.
DesignWorkflow and Wilcom Embroidery Software open in separate
windows. Like Wilcom Embroidery Software, DesignWorkflow toolbar and
dropdown lists are ‘dockable’ which means you can configure them as you
like.
Title bar and menu
Toolbar
File types filter
Selected database
Saved search list
Quick search name
and description
My folders
My databases
Common search
categories
Status bar
Note The current status of a design is indicated by its background color.

Colors are assigned by the DW Administrator. Design status can be changed
via the Properties or Group Properties dialogs. See Updating design status
history and Viewing design status history.
2 To view designs in another folder or database, use the folder listing on the left
to locate it.
Tip Click the + to the left of My Computer or My Databases to show all

local and network drives, as well as the databases available to your PC. Drag
the split bar between the folders and thumbnails to the left or to the right to
resize the window sections.
3 Select a folder in the folder listing to display its contents in the display
window.
Designs are displayed as thumbnails together with limited design information.
See also Displaying design thumbnails and summary information.
4 Select the database you want to view under the My Databases list.

Enter user name

and password
5 Log on using your DesignWorkflow user name and password, as supplied by

your DW Administrator. See also Opening DesignWorkflow.
Tip The thumbnail image generation process can be very slow on older
machines or if there are a lot of designs in the selected folder or database.
Holding down the Alt key will abort the redraw. The thumbnail will be drawn
using a default yellow exclamation mark. This does not mean that the design
is missing. See also Locating missing files.
Displaying design thumbnails and summary information
Click to Change Design View to select thumbnails only, thumbnails with stitching
details, or summary information only.
The designs in DesignWorkflow can be listed as thumbnails only (the default),

thumbnails and summary information, or design information only.
Tip Designs can also be displayed full screen using Wilcom Embroidery
Software. See Opening designs in Wilcom Embroidery Software for details.
To display design thumbnails and summary information

1 Open DesignWorkflow and select a folder or database. See Viewing design
information for details.
2 Use the viewing options to view designs in the display format you require:
To display the designs as thumbnails only, click the Change Design View
icon and select Thumbnails from the dropdown menu. Or, select View >
Design Thumbnails.
Thumbnail view
Chapter 7 Accessing Designs in De signWorkfl ow 96

To display the designs as thumbnails with stitching details, click the
Change Design View icon and select Summary from the dropdown
menu. Or, select View > Design Thumbnails and Summary.
Thumbnail and
summary view
Note DesignWorkflow allows you to specify which fields to display in

Thumbnails and Summary view. See Customizing summary information
fields for details.
To display the designs in a detailed list, click the Change Design View
icon and select List from the dropdown menu. Or, select View > Design
List.
Tip By default, designs are listed showing design name, date first designed,
when last changed, when first recorded, etc. See also Customizing design
lists.
Viewing designs in the whole window
Click Folders to hide the folders listing.
It is often more convenient to view designs in folders and databases in the whole
window. When doing so, you can always browse for designs using the Look In
list or Browse Location option.
To view designs in the whole window

1 Click the Folders icon.

Designs are now viewable across the window.
Click to hide
folders
Look in other
folders /
databases
2 To view designs in another folder or database, select from the Look in

dropdown list.
Tip Alternatively, select View > Browse Location to open the Browse For
Folder dialog.
Search listing for

folder
Viewing zipped designs in folders

DesignWorkflow lets you archive and view design files in folders which have
been archived by means of the popular WinZip utility. This is a software program
which bundles files into a single compressed file with the extension *.ZIP. This
can be useful for sending or receiving multiple files via email. See also Archiving
design files.
To view zipped designs in folders

1 Open DesignWorkflow and browse to the folder containing the zipped design
files.
If the folder contains individually zipped designs, these will appear directly
in the display window. The file name will appear in italics.

If the folder contains zipped files containing multiple designs, these will
appear in the folder.
Zipped design
file appears in
folder listing
Zipped design
name appears in
italic
2 Select the zipped file to view its contents.
Select zipped
design file
Contents of
zipped file appear
in display window
Locating missing files

If users incorrectly move files, the normal design thumbnail is usually replaced
by a ‘missing design’ thumbnail when DesignWorkflow is next opened. This can
happen in both database and folder views. Each color indicates the likely cause:
Icon Description
This means that DesignWorkflow cannot find the design file. This is most
common when viewing designs in databases, but it can also affect designs
in folders. Replace missing files from backup or another source. If this is
not possible, delete the record or refresh the directory.

Icon Description
This means that DesignWorkflow has found an up-to-date thumbnail but
doesn’t recognize the format. Use Validate and Refresh to update the
display. DesignWorkflow will try to make a replacement next time the
folder is opened or refreshed.
DesignWorkflow recognizes a pre-determined set of file types as per the

file type dropdown list. If it sees a design that has the required file suffix –
EMB, BMP, etc – but it is unable to read the file, it will display the green
question mark. Locate the file and delete it.
To locate missing files

1 Open DesignWorkflow and select a database. See Opening DesignWorkflow
for details.
One or more missing design thumbnails may appear amongst the correct
design thumbnails.
2 Select the Missing Design thumbnail(s). See Selecting designs in databases

and folders for details.
3 Right-click a selected design thumbnail, and select Locate Missing Files
from the dropdown.
4 Browse to the drive and/or folder where you think the missing files may be
located, and click OK.
5 Examine the results in the Notepad file when it appears.
Tip If files were not found, select Locate Missing Files again and browse
to another likely location.
6 Validate and refresh the files. See Validating database schema and indexes
for details.

Adjusting view settings
DesignWorkflow allows you to customize window settings. It lets you customize
the toolbar layout. You can switch between ‘locales’ – English, French, German,
etc – at any time. Occasionally you may need to refresh the display. You can also
change the way selected designs are highlighted, whether thumbnail files are
created, and so on. DesignWorkflow even lets you customize design lists to
display only the fields you require in any order you prefer.
Customizing the toolbar

DesignWorkflow lets you customize the toolbar layout by selecting from large
or small icons, with or without button labels.
To customize the toolbar

Select View > Customize Toolbar and then select a display option:
Large icons,
no labels
Large icons,
with labels
Small icons,
no labels
Small icons,
with labels
Changing locale
During installation of the DesignWorkflow software, optional languages
(locales) can be selected for dialogs and messages – e.g. English, French,
German, etc. You can switch between these locales at any time after installation.
Caution If the default locale is not the same as the language of the Operating
System, then this option will not work properly. See also ‘locale’ in Windows Help
for information about changing Windows to suit different locales.
To change locale
for details.
2 Select View > Change Locale to open the locale required.
The Choose Locale dialog opens.
Select required
locale

Note Only those locales selected when DesignWorkflow was installed will be
listed.
3 Select the locale required, and click OK to make the change.
Tip See also ‘locale’ in Windows Help for information about changing
keyboards, fonts and so on to suit different locales.
Refreshing the display

Occasionally, your screen will not show changes you have made until you refresh
the display. Changes to folders may not display either until you refresh the folder
listing. If graphics and thumbnails still do not appear correctly, or if you have
updated your DesignWorkflow software, you may need to ‘validate and refresh’.
To refresh the display

To refresh the display window, select View > Refresh, or press F5.
To refresh folders in the folder listing, select View > Refresh Folder.
Alternatively, select the node you want to refresh, right-click and select
Refresh from the popup menu.
To validate and refresh folders, click the folder containing the files and select
View > Validate and Refresh.
Tip Occasionally, DesignWorkflow displays red, blue or green question

marks and a short description instead of a graphic thumbnail. See Locating
missing files for details.
Modifying user preferences

You can change several default settings in DesignWorkflow:
the way selected designs are highlighted
whether thumbnail files are created
whether DesignWorkflow should remember your password between sessions
what happens when you double-click designs.
Note Other user options and defaults can be set, but only by a Level 5 user –
the DW Administrator. See Database Configuration and Administration for
details.
To modify user preferences

for details.
2 Select View > User Preferences.

The User Preferences dialog opens.
Set user
preferences
3 Select Highlight in Full to fully highlight each thumbnail as it is selected.

If you only require selected thumbnail borders to be highlighted, clear
Highlight in Full.
Tip The color and intensity of highlights can be changed in the Windows
Control Panel to suit each user. See Windows Help for details about ‘Display
Settings’.
4 Select Remember Passwords if you don’t need the security of having to log
on every time you start DesignWorkflow.
5 Select Show Missing Designs to display missing design files.
6 Select either:
Double Click Opens Designs if you want the normal Windows action
when you double-click a design name or thumbnail, or
Double Click Shows Properties if you want to open the Properties
dialog for designs that you double-click.
7 Click OK to save the settings.
Tip If you need more space in the display window for viewing thumbnails,
click the Folders button.
Customizing design lists

DesignWorkflow lets you customize design lists to display only the fields you
require in any order you prefer.
To customize design lists

1 To display designs in a detailed list, click the List icon on the toolbar. Or, select
View > Design List.
By default, designs are listed showing design name, date first designed, when
last changed, when first recorded, etc.
Select Customize
Column

2 Right-click the column header and select the Customize Column from the
popup menu. Alternatively, select View > Customize Columns > Design
List.
The Design List Columns dialog opens.
Click to reorder
selected fields
Select / deselect
fields to include in Click to hide
listing selected fields
3 Exclude a field from the listing by deselcting the associated checkbox.

Alternatively, highlight the field and select Hide.
4 Adjust the order of selected fields with the Move Up and Move Down
buttons.
Alternatively, select the column header in list view and drag & drop to a new
location.
Drag & drop

header to new
location
Viewing design information

Detailed design information is readily accessible in DesignWorkflow. The type
of information available depends on whether designs are accessed in folders or
databases. Design information in folders is extracted directly from the design
file. Databases contain any additional information recorded with the design or
subsequently edited.

Viewing design information in folders
Click View Properties to view information about selected designs.

Information about designs in folders can be viewed in the Properties dialog.
The data is extracted directly from design files created in Wilcom Embroidery
Software. You cannot add, delete and edit these fields.
To view design information in folders

1 Open DesignWorkflow and select a design folder. See Adjusting view settings
for details.
2 Double-click a design or click the View Properties icon.
The Properties dialog opens showing all stitch information derived from the
design file. See Design Record Fields for details.
Tip If not all text is visible in a field, select the field and use the Arrow,
Home and End keys to scroll. Alternatively, resize the dialog.
3 Click OK to close.

Viewing design information in databases
When a design is recorded to a DesignWorkflow database, a design record is

created. You can view design information, including actual-size TrueView images
and stitch samples, in the Properties dialog. Some data is extracted directly
from design files created in Wilcom Embroidery Software. Additional information
can be added, edited, or deleted at any time. See also Modifying database
records. and Design Record Fields.
To view design information in databases

for details.

The Properties dialog opens showing all stitch information derived from the
design file together with user-defined information. See Design Record Fields
for details.
The Design, Description, and Colorway fields are ranged across the top of
the dialog. These are available to all tabs. Stitch information from the design
file appears grayed out and cannot be edited.
Tip Use the Selected field at the top of the dialog to select or deselect
designs in the main window as you move between designs. See Browsing
designs in databases for details.
3 Select tabs to access:
Tab Purpose
General Shows size, number of colors, prices, customer details, design dates,
Information license details, etc.
Sewing Shows sewing details, including the number of color stops, and the
Instructions amount of thread used.
Technical Shows machine details, trims, stops, bobbin length, usage dates and
Details file locations. (Most of these fields are read directly from the design
file.)
TrueView Shows the design as a real-size TrueView™ image.
Colorways Shows all colorway information displayed within the Production
Worksheet Summary sheet, including the Element name. See also
Viewing design colorways.
User Fields Shows any user-defined fields set for the selected database. You can
define fields of various data types including text (max 50 characters),
number, date/time, yes/no, or list. See Creating user-defined fields for
details.
Design Shows information entered into the design request associated with the
Request particular design record.
Attachments Shows the original artwork used in the creation of the embroidery
design, together with file name, comments, date saved, etc. This tab
also shows any scanned images of the actual design stitch out or
‘swatch’. This is generally added after sampling is done and scanned
in. See also Viewing attachments.

Tip If not all text is visible in a field, select the field and use the Arrow,
Home and End keys to scroll. Alternatively, resize the dialog.
4 Click OK to close.

Viewing design information in quick-info pane
Click Quick Info to view summary information about selected designs in the main
window.
In addition to the Properties dialog, you can now view design information,
including actual-size TrueView images and stitch samples, in the Quick Info
pane. Information can also be added, edited, or deleted here. This is available
without having to open the Properties dialog. See also Modifying database
records. and Design Record Fields.
To view design information in quick-info pane

for details.
2 Click the Quick Info icon.
The Quick Info pane opens in the main window.
Click for
expanded view
Change
colorways
3 Select down-arrows to access:
Tab Purpose
General Shows size, number of colors, prices, customer details, design dates,
Information license details, etc.
Sewing Shows sewing details, including the number of color stops, and the
Instructions amount of thread used.
Technical Shows machine details, trims, stops, bobbin length, usage dates and
Details file locations. (Most of these fields are read directly from the design
file.)

Tab Purpose
Colorways Shows the design as a real-size TrueView™ image in the current
colorway. See also Viewing design colorways.
4 Change current colorways by selecting from the dropdown list.
Tip Click the 1:1 button at the bottom of the quick-info pane to open a
TrueView image of the selected design.

Viewing design colorways
Use View Properties to view colorways for selected designs.
A ‘colorway’ is a color scheme or palette of thread colors. It may also include a

background color or fabric sample. In Wilcom Embroidery Software, you can
define multiple colorways for the one design. This allows you to preview or stitch
out the same design in different colors to different fabrics. DesignWorkflow
allows you to view all colorways that may have been set up within an EMB file.
It records and displays all colorway information displayed within the Production
Worksheet Summary sheet, including the Colorway ID number and Element
name. Colorway information, however, can only be modified from within Wilcom
Embroidery Software.
Note DesignWorkflow allows you to assign multiple fabric colors to individual

colorways. Once a design has been created and recorded to the database, you
can add this information directly via the Properties > Colorways tab. See
Assigning multiple fabric colors to colorways for details.
To view design colorways

for details.
The Properties dialog opens showing the current colorway for the selected
design.
Select
colorway
3 Select a different colorway from those available in the Colorway list.

The thumbnail image updates accordingly.
4 Select the Colorway tab to view available colorways.
Note In Wilcom Embroidery Software, you can assign names to blocks of

sequential, same-color objects, known as ‘elements’. Element names appear
on the production worksheet. If element names have been assigned, they
appear here in the Element column.
5 Select the TrueView tab to view the selected colorway in TrueView.
6 Click OK to close or a browse button to move to another design.

The selected colorway is written to the database record and becomes the
current colorway for that design. See Browsing designs in databases for
details.

Viewing attachments
Original artwork used in the creation of the embroidery design can be included
with the design record together with details such as file name, comments, date
saved, etc. In fact any associated files can be included with the design record,
including any scanned images of the actual design stitch out or ‘swatch’. This is
generally added after sampling is done and scanned. DesignWorkflow lets you
open associated artwork files directly into Wilcom Embroidery Software. See
also Turning design requests into designs and Adding attachments to design
records.

To view attachments
for details.
design.
3 Select the Attachments tab.
Insert artwork into

Wilcom Embroidery
View file
information
4 Select an attachment file to view it in the preview panel.
Tip Tick the Fit To Window checkbox to fit the image to the preview panel.
5 For more information about the selected file, click Properties.
The Attachment File Properties dialog opens.
6 If the attachment is an AVI file or multi-paged file, click Play to view it in the
preview panel.

7 Open the file as required:
To open the file in its native application – e.g. MS Word – click Open.
To open the file in Wilcom Embroidery Software, click Insert. Both artwork
and any associated design are opened in Wilcom Embroidery Software. If
the design is already open, the system will open the artwork into that
design.
Viewing design status history

DesignWorkflow maintains a history of status changes for every design in its
databases. Any changes to the design record status are automatically recorded
with the user's login name and stamped with the current date. Comments can
be added to the history of the event. See also Updating design status history.
To view design status history

for details.
design.
Click to view
status change
history
3 Click History next to the Status field.

The Design Status History dialog opens.
Click to save status

change history
Note Request status for an associated request is linked to the design status
history. See also Creating new design requests.
4 Click Save to save the status change history to a text file.
By default, the name of the record appears as the name of the text file.
Overwrite the name as required and choose an save location.

Accessing designs and artwork

DesignWorkflow lets you select designs residing both in folders and databases.
Once selected, you can manipulate them in a variety of ways – e.g. cutting,
copying, pasting, editing the record, and converting designs to other formats.
You can also open designs in Wilcom Embroidery Software directly from
DesignWorkflow for viewing or editing.
Tip With the file selected, right-click to open a popup menu which includes the
commands Open, Print, Convert, Punch to Tape, Stitch to Machine, and Delete.
Selecting designs in databases and folders

Designs must be selected before an action can be performed – e.g. view, open
or copy a design. A group of designs, a range, or all the designs in a database
can be selected. A group is made up of any selected designs. A range is a series
of consecutive designs.
To select designs in a database or folder

1 Open DesignWorkflow and select a database or folder. See Opening
DesignWorkflow for details.
2 Display designs as thumbnails or as a summary list. See Displaying design
thumbnails and summary information for details.

Tip The thumbnail image generation process can be very slow on older
machines or if there are a lot of designs in the database. Holding down the
Alt key will abort the redraw. The thumbnail will be drawn using a default
yellow exclamation mark.
3 Sort designs by required category – e.g. sort by customer to list each
customer’s designs consecutively. See Sorting designs in databases and
folders for details.
4 Select a design or designs.
To select a range of items, hold down Shift as you select.
To select multiple items, hold down Ctrl as you select.
To select all designs in the current folder, select Edit > Select All.
Note The number of selected designs is displayed in the status bar at the
bottom of the DesignWorkflow window.
5 To deselect all selected designs, select Edit > Deselect All, or click any
unselected design.
Tip To deselect a single design amongst a group of selected design, click it

again while holding down the Ctrl key.
Opening designs in Wilcom Embroidery Software
Click Open Design to open a selected design or designs in Wilcom Embroidery

Software.
Any designs selected in the DesignWorkflow display window can be opened in

Wilcom Embroidery Software for viewing or editing. From there they can be
re-recorded back to the database. See the EmbroideryStudio Onscreen Manual
for details. See also Viewing attachments.
Note To open designs in Wilcom Embroidery Software you must have the
necessary security clearance from your DW Administrator.
To open designs in Wilcom Embroidery Software

for details.
2 Select a design or designs.
Tip If you want to open several designs at once, select the summary list
view. See Displaying design thumbnails and summary information for details.
3 Open designs by any one of the following means:
Click the Open Design icon.
Drag-and-drop design/s onto the Wilcom Embroidery Software design
window.
If displaying designs as thumbnails, double-click a single design
thumbnail. This assumes Double Click Opens Designs is selected in the
User Preferences dialog. See Modifying user preferences for details.

Selected design or designs are displayed in the Wilcom Embroidery Software
design window ready for editing.
Tip To switch between Wilcom Embroidery Software and DesignWorkflow:
Hold down the Alt key, then tap the Tab key until the DesignWorkflow
icon is highlighted. Release the Alt key.
Alternatively, click the DesignWorkflow icon on the Windows taskbar.
Creating new designs in Wilcom Embroidery Software
Click New Design to open a blank design in Wilcom Embroidery Software.
You can open a new design in Wilcom Embroidery Software from within
DesignWorkflow. See also Turning design requests into designs.
To create a new design in Wilcom Embroidery Software

1 Click the New Design icon.
Wilcom Embroidery Software opens and the Auto-Fabric Assistant dialog
displays.
2 Choose whether you want to work with or without pre-defined fabric settings.
See EmbroideryStudio Onscreen Manual for details.
3 Click OK.

Chapter 8
Browsing, Searching, and Sorting Databases
Detailed design information is readily accessible in DesignWorkflow. The type

of information available depends on whether designs are accessed in folders or
databases. Designs in databases can be browsed using Navigation buttons and
Slide Show buttons on the Properties dialog. They can also be sorted both in
databases and folders in three main ways:
As a simple sort using criteria such Name, Type, Size, or Date.
As a simple sort using details list headings – e.g. Name, Date, Description,
Customer, Design Style and File Type.
As a complex sort in up to three levels in ascending or descending order.
DesignWorkflow also provides powerful search functionary. You can easily
locate particular designs or groups of designs with any number or combination
of search criteria using a variety of methods.
This section describes how to browse through designs in databases, how to
search for designs in databases, and how to sort designs in databases and
folders.
Browsing designs in databases

Designs in databases can be browsed using Navigation buttons and Slide
Show buttons on the Properties dialog. You can do this to both the whole
database or to designs selected using Search or Sort. See Running full
database searches and Sorting designs in databases and folders.
Browsing through designs in databases

The navigation buttons on the Properties dialog let you move forward, back, to
the start and to the end of a database. Similarly, you can use buttons to move
forward and back through a selection of designs in the database. As you browse
through the designs, the Properties dialog displays a thumbnail together with
relevant design information.
Tip When you find the design you want, right-click the name or thumbnail and
select Open with Wilcom Embroidery Software to open it in Wilcom
Embroidery Software.
To browse through designs in a database

1 Open the DesignWorkflow database. See Opening DesignWorkflow for
details.
2 Display the designs in the database.
Tip Reduce the number of designs to look at using Search or Sort. See
Running full database searches, and Sorting designs in databases and folders.

3 Open the Properties dialog. See Viewing design information for details.
Slide show and navigation buttons
4 Select the tab which contains the information you want to see.
Tip Select the TrueView tab if you want to see high quality images and no
design information.
Database navigation Selection navigation
Start End Start End
5 Browse through the entire database or a selection of designs as required:

If you want to browse the entire database, use the red (database)
Navigation buttons.
You can move to the first design, last design, previous design and next
design in the database.
If you want to browse through a selection of designs in the database, use
the blue (selection) Navigation buttons.
You can move to the first design, last design, previous design and next
design in the selection of designs.
Tip Use the Selected field at the top of the dialog to select or deselect
designs in the main window as you move between designs.
6 Click OK.
Browsing designs using slide show buttons

All designs in a DesignWorkflow database can be displayed as a slide show. The
slide show is run from the Properties dialog which displays each design’s
thumbnail together with relevant information. You can control the speed and
direction of the slide show.
Tip Select the TrueView tab to see high quality thumbnail images of all designs
in the slide show.
To browse designs using slide show buttons

1 Open the DesignWorkflow database. See Opening DesignWorkflow for
details.
2 Display the designs in the database.
Chapter 8 Browsing, S earching, and S or ti ng D ata bases 116

3 Select a design. See Selecting designs in databases and folders for details.
4 Open the Properties dialog. See Viewing design information for details.
Slide show and navigation buttons
5 Select the tab which contains the information you want to see.
Tip Select the TrueView tab if you want to see high quality images and no
design information.
6 Click the Forwards button to start the slide show, or the Reverse button.
The slide show automatically scrolls through every design in the database. It
will re-start at the beginning when the end of the database is reached, and
continue until stopped.
7 Click + or - to increase or decrease the speed of the slide show.
8 Click the Stop slide show button to stop.
Sorting designs in databases and folders

You can mask (or filter) the contents of the display window to show only certain
types of file. Designs can be further sorted in three main ways:
As simple sorts using View > Sort by (Design Name, File Type, File Size,
or Last Changed). The designs are arranged according to the sort selection.
The designs can be sorted whether they are displayed as thumbnails or as a
details list.
As simple sorts using details list headings: e.g. by Design Name, First
Recorded, Description, Customer, Stitches, Type of Work, File Type or
Version. Designs are arranged according to the sort selection, and a second
sort reverses the order. Designs must be displayed as a details list.
As a complex sort in up to three levels in ascending or descending order: e.g.
by Customer, First Designed, First Recorded, Design Name, File Type,
Stitches, Type of Work, Version or None. Designs can be displayed as
thumbnails, thumbnails with stitching details, or details lists.
Limiting file types displayed

DesignWorkflow lets you filter the contents of any design folder or database to
show any of the support file types – e.g. only EMB files. See also Supported File
Types.
To limit file types displayed

1 Open DesignWorkflow and select a database or folder. See Opening

2 Click the Files dropdown on the toolbar.
Choose file
type/s to
display
3 Select:
All Files to show every file type in the folder.
All Artwork Files to display all artwork files – e.g. BMP, PNG, etc.
All Embroidery Files to display all embroidery files – e.g. EMB, DSB, etc.
Any other option to display only files of that type – e.g. clipart files (EMC).
Running simple sorts using the View menu

You can sort your database thumbnails or details lists by selecting from the
View menu.
To run a simple sort using the View menu

1 Open DesignWorkflow and select the database or folder. See Opening
2 List the designs as either thumbnails or as a details list. See Viewing design
information for details.
3 Select View > Sort > Sort by Design Name, Sort by File Type, Sort by
File Size, or Sort by Last Changed.
The designs will be sorted according to the option selected.
Running simple sorts using details lists

You can sort details lists by clicking column headings.
To run a simple sort using details lists

2 List the designs as a details list. See Viewing design information for details.
Click column
heading to sort
3 Click the heading at the top of the column to be sorted – e.g. Design Name.
The designs will be sorted in order of the selection.

4 Click the heading again to reverse the order.
Running complex sorts
Use Sort to run a complex sort using the Sort dialog.
You can sort designs by various criteria such as Colors, Design Date, Design
Name, File Type, etc. Database sorts provide additional options such as
Customer, First Recorded, etc. DesignWorkflow lets you sort them by up to
three levels in databases (two in folders), in ascending or descending order.
To run a complex sort

1 Open DesignWorkflow and select the database. See Opening
2 Click the Sort icon.
The Sort dialog opens.
Select Level 1
criterion
Select Level 2
criterion
Select Level 3
criterion (database
only)
3 Select the first level sort criterion:

Select the main category you want from the Sort By list – e.g. First
Recorded.
Select Ascending to sort letters from A to Z and numbers from lowest to
highest, or Descending to sort in the reverse order.
4 Select the second level sort criterion:
Select a different category from the And Then By list – e.g. Stitches.
Select Ascending or Descending.
5 Select the third level sort criterion:
Select a different category from the final And Then By list – e.g. Design
Name.
Select Ascending or Descending.
Alternatively, select None if you do not want third level sorting.
6 Click OK to sort the designs.
In the above example, the details list will display all designs by date recorded,
together with number of stitches used. They are further sorted by design
name listed alphabetically (where the design date and number of stitches are
the same).

Searching for designs in databases
DesignWorkflow lets you search for a particular design or group of designs
according to predefined characteristics or ‘properties’. For example, you could if
you wanted search for floral designs, not larger than 2" by 3", having fewer than
2000 stitches, and having fewer than three colors. The selected database is
searched for all matching entries. These can then be printed, emailed, moved,
or deleted as a group.
To run a full design search, you enter ‘search criteria’ into a search ‘form’.
DesignWorkflow also lets you run preset searches saved by yourself or other
users of the system. A simple technique for quickly filtering searches is by
means of the folder listing. The quickest and easiest way to run a search for a
specific design or designs of a certain description is by means of the Quick
Search field.
Running quick searches

The quickest and easiest way to run a search for a specific design or designs of
a certain name or description is by means of the Quick Search field. The Name
and Description fields of selected database are searched for all matching
designs.
To run a quick search

2 Enter the design name or description in the Quick Search field.
Enter design
name or
description
Tip DesignWorkflow ‘remembers’ the most recent quick searches. Select

from the dropdown list if you want to re-run a search.
3 Press Enter to run the search.
When the search is completed you will see one of two things:
A list of all designs that match your criteria, with the number of designs
found displayed on the status bar, e.g. ‘selected 21 of 1234 designs
(filtered)’.
The message ‘No designs matched the search criteria you specified’. In this
case you may need to change your search criteria.
4 You can now:
Change the way the designs are displayed. See Viewing design information
for details.
Modify the design record. See Modifying database records for details.
Print the results of your search. See Printing production worksheets for
details.

Open the design or selected designs for editing in Wilcom Embroidery
Software. See Accessing designs and artwork for details.
Note When finished, you can clear the search to view all designs in the
database as before. See Clearing database searches for details.
Running saved searches

DesignWorkflow lets you run preset searches saved previously by yourself or
other users of the system. These are easily accessed by means of the Saved
Search field. See also Saving database searches.
To run a saved search

2 Select a saved search from the Saved Search field.
Select saved All birds

Approved
search Countries
Rejected
Tip DesignWorkflow lists searches saved by yourself and, optionally, other

users of the system. See Saving database searches for details.
When the search is completed you will see a list of all designs that match the
preset search criteria. Edit by means of the Search Database dialog. See
Running full database searches for details.
Searching the folder listing

A simple technique for quickly filtering searches is by means of the folder listing.
By expanding the database node, you can quickly search on catalogs,
categories, customers, keywords, statuses, and types of work.
To search the folder listing


2 Expand the database node in the folder listing by clicking the + sign.
Select criteria
to filter on
3 Expand the nodes you are interested in searching on – catalogs, categories,

customers, keywords, statuses, or types of work.
4 Select a criteria within the node – e.g. Statuses > Approved.
Designs are filtered accordingly and are listed in the display window.
Running full database searches
Use Search Database to run a full search from the Search Database dialog.
To run a full design search, you enter ‘search criteria’ into a search ‘form’.
DesignWorkflow also lets you run preset searches saved by yourself or other
users of the system. The selected database is searched for all matching entries.
These are displayed either as thumbnails or as a details list. They can then be
printed, emailed, moved, or deleted as a group.
Note The display window will display only those designs found by the search
until you clear it. See Clearing database searches for details.
To run a full database search

2 Click the Search Database icon.

The Search Database > Fixed Fields tab opens. The dialog displays the
settings used the last time you searched.
Enter search
criteria in some or
all fields
Aircraft, Animals,
Select checkbox to
search on all entries
Summer 2005
Paul Dennett
Select a preset
Select search search
method
Clear current
search
3 Prepare your search criteria:

If you want to repeat the current search, click OK.
If you want to run a preset search, select from the Saved Search
dropdown list.
If you want to search using different criteria, click the Reset button.
If you have any user-defined fields you want to search on, click the User
Fields tab and set the criteria in the same way. See also Creating
user-defined fields.
Enter search
criteria in some or
all fields
4 Add, change, or delete search criteria by editing any of the fields, including
Notes. See Data types and operators for details.
5 Select the search method, i.e.:
designs matching any criteria
designs matching all criteria
designs not matching any criteria
all designs, except those matching all criteria.
6 Click OK to run the search.
When the search is completed you will see one of two things:
A list of all designs matching your criteria, with the total displayed on the
status bar – e.g. ‘selected 21 of 1234 designs (filtered)’.
7 You can now:

Change the way the designs are displayed. See Viewing design information
for details.
Modify the design record. See Modifying database records for details.
Print the results of your search. See Printing production worksheets for
details.
Open the design or selected designs for editing in Wilcom Embroidery
Software. See Accessing designs and artwork for details.
Note When finished, you can clear the search to view all designs again. First,
however, you may want to save the search for future reference. See Clearing
database searches and Saving database searches for details.
Running free-text searches
Use Search Database to run a free-text search from the Search Database dialog.

other system users. See also Saving database searches.
Tip If you add search text in the Notes field of the Search Database dialog,
it will find matching text in any of the five Notes fields in the Properties dialog.
See Running full database searches for details.
To run a free-text search

2 Click the Search Database icon.
The Search Database dialog opens.
3 Select the Free Text tab and enter the search criteria in the Search for field.
Enter search
criteria
Choose the
search ‘scope’
Choose the
search method
4 In the Scope panel, choose whether to conduct a quick search on design

name and description, or a full search.
Note The full search takes in all fields and can be slow on large databases.
5 In the Options panel, choose the method which suits the search – i.e. exact
match or any match.
6 Set a timeout value in the Cancel search field.
The Search Database dialog will close, and when the search is completed
you will see one of two things:

A list of all designs that match your criteria, with the number of designs
found displayed on the status bar, e.g. ‘selected 21 of 1234 designs
(filtered)’.
Search criteria and wildcards

With DesignWorkflow, you can search for text, values or dates. When you enter
search criteria in a field, you do not always need to enter the full value. Typing
only the essential part of the text reduces errors. You can also use ‘wildcards’.
List dialogs allow you to select from lists of criteria rather than keying in text.
Data types and operators

With DesignWorkflow, you can search for text, values or dates. The table below
shows the various conventions which apply.
Tip If you are entering a string of text which includes quotation marks, use two
single quotation marks where a single quotation mark should appear in the
string of text.
To Enter Example
Text
Find a single string of text string brown bear
Find two strings of text (‘string’ or ‘string’) (‘brown bear’ or
‘black bear’)
Find text like xyz Like ant
starts with xyz Starts with ant
ends with xyz Ends with ant
contains xyz Contains ant
Values
Find a single value x 123
Find either of two values. Use x or y or z 123 or 321 or 1234
the word ‘or’ or a comma x, y, z 123, 321, 1234
Find all values between and x..y (two dots) 50..60
including start and end values x thru y 500 thru 4500
x through y 500 through 4500
Find all values between but not x_ _y 50_ _ 60
including start and end values (will find 51 to 59)
Find all values between two x..y and not z 40..50 and not 48
values except for a stated value
Find all values less than and ..y ..4500
including start value <=y <=4500
Find all values greater than and x.. 500..
including start value >=x >=500
Find all values not equal to not 5 not 1234
<>5 <>1234
!=5 !=1234

To Enter Example
Dates
Find all dates for a year YY 99
YYYY 1999
Find dates this week this week
this month this month
this year this year
last week last week
last month last month
last year last year
next week next week
next month next month
next year next year
today today
yesterday yesterday
before <date> before 22/6/99
after <date> after 30/6/99
Approximations and wildcards

When you enter search criteria in a field, you do not always need to enter the
full value. Typing only the essential part of the text reduces typing errors and
time spent specifying search criteria. It also allows you to search when you
cannot remember exact text. You can also use ‘wildcards’. For example, assume
that a DesignWorkflow database contains the designs Henry, horse, house,
mouse and moose.
If you type You will find

h* Henry, horse, house
h*e horse, house
ho?se horse, house
Selecting search criteria using List dialogs

List dialogs allow you to select from lists of criteria rather than keying in text.
When you click inside some fields in the search dialog, DesignWorkflow
launches a list dialog displaying the criteria (items) available for the field. These
items are defined by your DW Administrator to fit your company’s specific needs.
See DesignWorkflow List Setup for the methods used.
To select search criteria using List dialogs

1 Initiate a database search in the normal way. See Searching for designs in
databases for details.
2 Click inside any field that launches a List dialog – e.g. Category.

A list dialog will open automatically showing the available entries for the
particular field as set up by the DW Administrator. See also DesignWorkflow
List Setup.
Filter list
Select one
Select all
De-select all
De-select one
3 Select an item you want to search for and double-click, or click the ≥ button,
to move it to the Selected list.
Other buttons allow you to select all (>>), de-select one (≤), and de-select all
(<<).
Tip Filter items in long lists by typing the first characters of the name in the
field above the list.
4 Click OK in the list dialog when you have selected all required items.
5 Repeat for the other fields.
Tip Some fields allow you to search on all entries by selecting a checkbox.
Select checkbox to
search on all entries
6 Click OK to start the search. See Searching for designs in databases for
details.
Saving and clearing searches

DesignWorkflow allows you to save searches with the option of making them
available to other system users, or keeping them for personal reference. When
you clear a search, all search criteria are removed from the Search dialog and
all designs re-displayed.
Saving database searches

When you save a search, all criteria in the Search dialog are saved. You have
the option of making them available to other system users, or keeping them for
personal reference. In the latter case, only you and the Administrator can access
and delete them.

To save a database search
1 Open the Search Database dialog. See Running full database searches for
details.
Add, delete, or save

a preset search
Note The dialog displays the settings used the last time you searched a
database.
2 Add, change, or delete search criteria by editing any of the fields in the
Search Database dialog, including the Notes field. See Data types and
operators for details.
3 Save a modified existing search or create a new one:
To save a modified search, click Save.
To create a new search, click Add. The Save Search dialog opens.
Enter name for My Search

search
4 Enter a name for the search and click OK.
Note If you want to be able to share the search with other users, select the
checkbox as well.
Clearing database searches
Use Clear Search to clear all search criteria and display all designs as before.
When you clear a search, all search criteria are removed from the Search dialog
and all designs re-displayed.
To clear a database search

Click the Clear Search icon.
Select Database > Clear Search.
Click Reset on the Search dialog.
Select None from the Saved Search dropdown list.

Chapter 9
Creating and Modifying Design Records
When a design is recorded to a DesignWorkflow database, a ‘design record’ is

created. The information in the record are called design record ‘properties’.
These are stored in database fields and displayed in the Properties dialog. In
addition to the actual design file and associated data, the DesignWorkflow
database allows you to:
Enter and save additional information about a design.
Classify and describe a design so that you can search the database with
certain design criteria.
Create different versions of designs.
Design details saved in the CSV (Comma Separated Value) format can be also
imported directly from spreadsheets.
Design records can be modified at any time. You can also use the Group
Properties dialog to add common information to a selected group of designs.
This section describes how to record designs to databases and modify database
records.
Recording designs to databases

Any design recognized by Wilcom Embroidery Software can be recorded in
DesignWorkflow. The design record properties can contain both automatically
generated and user-defined information. Individual or multiple designs can be
added to a database directly from DesignWorkflow. Individual designs can also
be added from Wilcom Embroidery Software.
The system allows you to set up default recording options field entries. This
means that every time you record a design, default fields are already completed.
For example, you may want to set your digitizer name to always be associated
with any design record you create. Or you might want to set the status field to
‘Customer Approval Required’.
When a design is stored, its stitch information is read from the design file and a
record created. The stitch and technical details extracted from the design file
include the number of stitches, and design height and width.
Many recording fields cannot be used until the DW Administrator has set up your
company’s ‘lists’. These include Categories, Keywords, Types of Work, etc.
You can record designs before these lists are set up, but you will have to re-open
each record later to add the extra information. See also DesignWorkflow List
Setup.
Caution Depending on the recording options set for your company, designs
may be moved from their original folder to the database folder during recording.
Check with the DW Administrator before using the Record Designs dialog for
the first time.

Recording single designs in DesignWorkflow
Individual designs can be added to a database from within DesignWorkflow.
may be moved from their original folder to your database folder during
recording. Check with your DW Administrator before using the Record Designs
dialog for the first time.
To record a single design in DesignWorkflow

Browse to the
designs you want to
record
2 Using the folder listing, browse to the drive and folder containing the design
you want to record.
Tip DesignWorkflow ‘remembers’ folders which have already been accessed,

and stores them in the Location dropdown list above the display window. Use
this to quickly access frequently-used folders.
Quickly access
frequently-used
folders
3 Select the design to record. See Accessing designs and artwork for details.
4 Select Database > Record Design.
Chapter 9 Creating and Mod ifying Design Records 130

Depending on the default recording options set by your DW Administrator,
you may see the following message if a duplicate design is about to be
recorded:
If you choose not to overwrite an existing design, you are prompted to enter
a design name.
Enter design name
5 Enter the new name as necessary.
Tip Many companies use unique numbers for design names to prevent
duplicate names. Click Auto Name to let the system assign a name for you.
This is mainly used if your system is configured not to overwrite existing
designs. This option allows you to select the next auto-name as set in the DW
Administration module. See Setting recording options for duplicate design
names and Setting recording options for automatic design naming for details.
The Record Designs > Fixed Fields tab opens. Technical details are read
directly from the design file and added to the database record. These include
number of colors, design height and width.
Select database to
record design to
Technical details
read directly from
design file
Enter additional
information as
necessary
Click to save field

entries as defaults
6 From the Database list, select the database where you want the design to
be recorded.
7 Enter additional information as necessary.

Information can be entered in any of the white fields. Field labels displayed
in red are mandatory. See Design Record Fields for details. See also
Customizing design property fields.
Tip Identify each batch of designs by typing up to eight characters in the

Review field – e.g. ‘Nina12’. You can later use Search to identify all designs
in this batch. See Searching for designs in databases for details.
8 If you have any user-defined fields you want to complete, click the User
Fields tab and enter the data in the same way. See also Creating
user-defined fields.
Enter additional
information as
necessary
9 Click Save Default if you want to save field entries as defaults for the next
time you record a design.
10 Click OK.
you may be prompted to choose a file location for the design file.
Choose file handling

option
11 Choose a handling option and click OK.
Tip Run Validate and Refresh Database when finished. See Validating
Recording multiple designs in DesignWorkflow

Multiple designs can be added to a database from within DesignWorkflow. This
is useful for recording ‘batches’ or groups of related designs. You can enter
specific information for each design at a later stage.
may be moved from their original folder to your database folder during
recording. Check with your DW Administrator before using the Record Designs
dialog for the first time.
To record multiple designs in DesignWorkflow


2 Using the folder listing or Location list, browse to the drive and folder holding
the designs you want to record.
3 Select the designs to record. See Accessing designs and artwork for details.
4 Select Database > Record Design.
The Group Record Designs dialog opens. Technical details are read directly
from the first design file in the selection and added to the record. These are
viewable in the Properties dialog. See also Modifying database records.
Select database to
record design to
Enter group
information
5 Enter group information as necessary.

Information can be entered in any of the white fields. Remember that this
information will apply to all selected designs. See Design Record Fields for
details.
Note You can enter specific information for each design at a later stage. See
also Modifying single database records.
Tip Identify each batch of designs by typing up to eight characters in the

Review field – e.g. ‘Nina12’. You can later use Search to identify all designs
in this batch. See Searching for designs in databases for details.
6 From the Database menu, select the database where you want the designs
to be recorded.
7 Click OK to save the records.
DesignWorkflow will prompt you to create a log file while recording. This can
be used to troubleshoot any problems you may encounter.
you may be presented with the following confirmation dialogs. See also
Setting recording options.

If a duplicate design is about to be recorded, you will see the following
message:
Choose duplicate
design option
You may be prompted to choose a handling option for the design file:
Choose file handling

option
8 Select the option that best suits the design and your company policy.
If you choose not to rename an existing design, you are prompted to enter a
design name.
Enter design name
9 Enter the new name as necessary.
Recording will continue until all selected designs have been added to the
database with their associated information.
Recording designs using Cut & Paste or Drag & Drop

You can record designs from a folder to a database, or one database to another,
using standard Windows Cut, Copy and Paste tools. This method is useful for
small numbers of designs when you want to keep the classification data. You
can also record designs using the standard Windows Drag & Drop method. This
method, however, does not record classification data.

To record designs using Cut & Paste or Drag & Drop
1 Open DesignWorkflow. See Opening DesignWorkflow for details.
2 Select and log on to the source database – the one you want to record from.
3 Locate the design(s) you want to record.
Tip Locate the designs using Search and/or Sort. See Searching for designs
in databases and Sorting designs in databases and folders.
4 Select the design(s) you want.
5 Choose a recording method:
Press Ctrl+C to copy or Ctrl+X to cut the design data to the Windows
clipboard. Then select the target database – the one you want to record
to – and press Ctrl+V.
Alternatively, holding down the left mouse button, drag and drop the
selected design(s) to the target database.
you may see the following message if you are recording over an existing
design:
6 Select the option that best suits the design and your company policy. See
Recording single designs in DesignWorkflow or Recording single designs in
7 Click OK to save the record.
The selected design will be added to the database with its associated
information.
Note Any properties in the pasted data that have no equivalent in the target
database will be set as Unspecified.
Recording designs or updating records from Wilcom Embroidery Software

Designs and information can be added directly to your database from within
Wilcom Embroidery Software. You may be updating an existing design and
recording it back to the database.

To record a design using Wilcom Embroidery Software
1 Create a new design in Wilcom Embroidery Software or modify an existing
one. See also Opening designs in Wilcom Embroidery Software.
2 Save it before recording.
3 Select File > Record in Database.
If DesignWorkflow is not already open, it will open automatically.
you may see the following message if you are recording over an existing
design:
4 Select the option that best suits the design and your company policy. See
Recording single designs in DesignWorkflow for details.
5 Click OK to save the record.
The selected design will be added to the database with its associated
information.
Adding attachments to design records
DesignWorkflow lets you attach secondary files to the design record, in addition
to the request record, so they can all be accessed from the one location. You
have the option of either moving or copying attachment files to the database.
Include original artwork used in the creation of the embroidery design together
with details such as file name, comments, date saved, etc. In fact any associated
files can be attached, including scanned images of the actual design stitch out
or ‘swatch’.
The user who records an attachment is automatically logged together with the
date. Only the person who attaches the document as well as Level 5 users can
remove it from the Attachments tab. When DesignWorkflow is able to read the
attachment file, it displays a preview presentation, including AVI movie files.
When it is not able to read the attachment file, it shows the standard
Windows-associated logo for that file type.
Tip DesignWorkflow lets you open associated artwork files directly into Wilcom
Embroidery Software. See Turning design requests into designs for details.

To add an attachment to a design record
for details.
design.
Click to add
attachment to
record
4 Click Add.
The Design Attachment dialog opens.
Add attachment to
record
Tip Alternatively, drag-and-drop files directly into the Attachments tab and
bypass the Design Attachment dialog altogether. This is useful when
capturing design information such as emails which record design approvals.
5 Select the file to attach and click Open.

The Design Attachment dialog opens.
Add comment to
attachment
6 Enter a comment for the attachment and click OK.

The file is added to the attachments list.
Click to add
attachment to
record
7 Modify the attachment as necessary:

To edit the comment, click Comments.
To remove, click Remove.
8 Click OK.
The Relocating Attached Files dialog opens, depending on recording
defaults set by the DW Administrator. See Setting recording options for
duplicate design names for details.
Choose relocation
option
9 Choose whether to copy the files or move them to the database and click OK.
Note The user who records an attachment is automatically logged together

with the date. Only the person who attaches the document as well as Level 5
users can remove it from the Attachments tab.

Modifying database records
Designs recorded in DesignWorkflow databases can be modified by means of
the Properties dialog. You can also use the Group Properties dialog to add
common information to a selected group of designs.
Note Data in grayed-out fields cannot be modified in DesignWorkflow. Some

fields are gray because you do not have the necessary permissions to add
information. Others contain data which is read from the design file during
recording. This will be updated automatically when you next edit the design.
Modifying single database records
Use the Properties dialog to modify single database records. You can enter new
details or edit the existing information in any white field. The data entry method
depends on the field type – direct text entry fields and list fields. See Design
Record Fields for details.
To modify a single database record

2 Select a design and click the View Properties icon.
The Properties dialog opens. See Selecting designs in databases and folders
for details.
Modify design
information as
necessary
Tip Use Group Properties to make the same change to all designs selected
– e.g. add the same customer name to a group of selected designs. See
Modifying multiple database records for details.
3 Navigate to the field you want to modify in any of the following ways:
Click the field.
Press Tab or Shift+Tab to move consecutively forward or back through
the fields.

Press the Properties dialog hot keys for this field.
4 To enter information in direct text entry fields, select the field and start
typing.
5 To enter information in list fields, select the field.
A list dialog will open automatically showing the available entries for the
particular field. For example, when you click inside the Categories field, the
Categories list appears, showing your company’s categories as set up by the
DW Administrator. See also DesignWorkflow List Setup.
Filter list
Select one
Select all
De-select all
De-select one
6 Select an item you want to use and double-click, or click the ≥ button, to move
it to the Selected list.
Other buttons allow you to select all (>>), de-select one (≤), and de-select all
(<<).
Tip Filter items in long lists by typing the first characters of the name in the
field above the list. The item will be selected when enough characters have
been typed to distinguish it from similar items. For example, typing ani will
select ‘Animals’ from ‘Ants’ and ‘Australia’.
Note If you select a Categories list, you can select an item, a sub-item, or
a sub-sub-item.
7 Click OK in the list dialog when you have selected all required items.
8 Repeat for the other fields, then click OK to save the record.

Tip Alternatively, drag-and- drop a record or multiple records onto a tree
node within the main window to assign properties to that record.
Drag-and-drop
selected designs
onto tree node to
assign properties
Modifying multiple database records

Use the Group Properties dialog to add common information to a selected
group of designs. For example, you may wish to set the status, such as ‘Ready
for Production’, for a group of designs. The data entry method depends on the
field type – direct text entry fields and list fields. See Design Record Fields for
details.
To modify multiple database records

See also Selecting designs in databases and folders.
3 Right-click and select Group Properties from the popup menu.
The Group Properties dialog opens.
Enter group
information
4 Navigate to the field you want to modify in any of the following ways:
Click the field.

Press Tab or Shift+Tab to move consecutively forward or back through
the fields.
Press the Properties dialog hot keys for this field.
5 Enter group information as necessary.
Information can be entered in any of the white fields. Remember that this
information will apply to all selected designs. See Design Record Fields for
details.
6 Click OK to save the records.
Tip Alternatively, drag-and- drop a record or multiple records onto a tree

node within the main window to assign properties to that record.
Drag-and-drop
selected designs
onto tree node to
assign properties
Updating design status history
The current status of a design is indicated by its background color. Colors are
assigned by the DW Administrator. Design status can be changed via the
Properties or Group Properties dialogs. When you change the status history
of a record, you can also add comments against the change history file.
To update design status history


for details.
Click to change
design status
Tip Use Group Properties to modify the status of a selected group of

designs. See Modifying multiple database records for details.
3 Open the Status field and select the current design status from the listing.
Select current
design status
Add status change

comments
4 Select the Comments field and enter any comment you want to add to the
status change history of the record.
DesignWorkflow maintains a history of status changes for every design in its
databases. See also Viewing design status history.
5 Click OK to close the Statuses dialog.
6 Click OK to close the Properties dialog.
Status changes are activated and the design thumbnail color-coded
accordingly.

Assigning multiple fabric colors to colorways
DesignWorkflow allows you to assign multiple fabric colors to individual

colorways. Once a design has been created and recorded to the database, you
can add this information directly via the Properties > Colorways tab. See also
Viewing design colorways.
Note DesignWorkflow also lets you print Production Worksheets including all
or a selection of colorways. See Printing selected colorways for details.
To assign multiple fabric colors to colorways

for details.
Click to assign
multiple fabric
colors
3 Click the BKG color slot.

The following dialog opens.
Assign multiple
fabric colors to the
colorway
4 Click the More button in the Garments field to assign multiple garments to
the colorway.
The Garments list is used to classify designs by the type of garment they
were created for. See also Customizable lists.

5 Click the More button in the Locations field to assign multiple locations to
the colorway.
The Locations list is used to indicate the location of the design on the
garment. See also Customizable lists.
6 Click OK.
Organizing designs in databases and folders

You can rename, duplicate and edit database information without opening
designs. You can also rename folders, add sub-folders and delete folders without
leaving DesignWorkflow.
Renaming, adding and deleting folders

You can rename folders, add sub-folders and delete folders without leaving
DesignWorkflow.
Note A different procedure is required to remove database links. See Removing

database links for details.
To rename, add or delete folders

1 Open DesignWorkflow.
2 Browse to the folders you want to rename, delete or add sub-folders to. See
Adjusting view settings for details.
3 Add, rename, or delete folders as required:
To add a sub-folder to another, select the folder and right-click. Select Add
Folder and type in the name when the new sub-folder appears.
To rename a folder, select it and right-click. Select Rename from the
popup menu, and type in the new name.
To delete a folder, select it and right-click. Select Delete Folder from the
popup menu. You will be prompted to confirm the deletion.
Duplicating designs in databases

Any design inside a DesignWorkflow database can be duplicated using the Copy
and Paste commands. This is a quick and easy way of generating several
slightly different versions of a design and all of its database information without
opening Wilcom Embroidery Software.
To duplicate a design in a database

2 Display the designs in DesignWorkflow as thumbnails. See Displaying design
3 Ensure that the design is not currently open in Wilcom Embroidery Software.
4 Select the design.
Note Any number of designs can be selected. See Selecting designs in

databases and folders for details.
5 Select Edit > Copy to copy the design without changing it in any way.
6 Select Edit > Paste.

The copied design is pasted into the DesignWorkflow database, and is
automatically named ‘Copy of [design name]’. You may want to change this
name to something more meaningful. See Renaming designs in databases or
folders for details.
The same design can be pasted any number of times. Any subsequent pastes
of the design are named ‘Copy (2) of [design name]’, etc.
Moving designs from databases to folders

You can move designs from databases to folders at any time. This is different to
copying between folders and databases. By moving a design, you modify all
references to the design in the actual design record.
To move a design from a database to a folder

2 Select the design you want to move.
3 Select Database > Move Design Files.
The Browse For Folder dialog opens.
Search folder
listing for target
folder
4 Search the folder listing for the folder you require and click OK.
5 Choose whether to retain a copy of the design in the current location.
The selected design is moved to the new location and all internal references
updated.
6 Check the Properties > Technical Details tab to ensure that the design has
been moved to the required location.
Renaming designs in databases or folders

Duplicate designs, designs with misleading names, and designs with misspelled
names can be quickly renamed without opening them.
To rename a design in a database or folder

2 Display the designs in DesignWorkflow as a summary list. See Displaying
design thumbnails and summary information for details.

3 Ensure that the design is not currently open in Wilcom Embroidery Software.
Select Rename
from popup menu
4 Right-click the design name and select Rename from the popup menu.
The Design Name dialog opens with the current name displayed.
Overwrite current
design name
5 Enter the new name.
6 Click OK.
Both the design record and actual design file are renamed.
Tip After renaming designs, open the Properties dialog and add some
information in the Notes field. For example, ‘Renamed from [original design
name] by Kim on 6/6/01’. This will ensure that someone looking for the
original design name can still find it by searching in the Notes fields. See
Modifying database records for details.
Deleting designs from databases and folders

You can delete unwanted or outdated design records from DesignWorkflow
databases and folders.

Caution Use this with care. A deleted database design and its associated
records cannot be restored unless your company has other copies or a backup
system.
To delete a design from a database or folder

2 Display the designs in the database as thumbnails. See Displaying design
3 Select the design.
Any number of designs can be selected. See Selecting designs in databases
and folders for details.
4 Select Edit > Delete.
You will be prompted to confirm the deletion.
Caution If you click Yes, the design and associated information pages are
permanently removed from the DesignWorkflow database and sent to the
local ‘Recycle Bin’ of the initiating machine.
Importing CSV format data

Design details saved in the CSV (Comma Separated Value) format can be
imported directly from spreadsheets.
Preparing CSV data before importing

Here is an example of a typical CSV file for import into DesignWorkflow.
With few exceptions, you can directly import CSV data stored under headings
equating to field IDs in the design record. See Design Record Fields for details.
Notes
The Location field must be supplied. If there is no Design field, a design name
is created from the file name part of the location. For example, if the location is
C:\My Designs\Summer Collection\12317.bmp, the system will generate
a design with Design equal to 12317.bmp.
List names not already in your SQL database – e.g. customer names ‘Smith’,
‘Leung’, ‘Ando’ – will be added automatically when the CSV file is imported. See
DesignWorkflow List Setup for details.

Note You cannot import more than one item to a multi-field list – e.g. the
Customer, keyword field. Only the first item within the multi-field column of
the CSV file will be imported.
Check and edit the original design details before making the CSV file in the
original spreadsheet or database. Ensure that list items/names are spelled
correctly, are current, and are not alternative names for other items – e.g.
customer ‘Leung’ may be the same as ‘Leung Corporation’.
Note For details of fields included in the design record, see Design Record
Fields.
Importing CSV data

The recording options set by the DW Administrator will determine how files of
the same name will be treated during importing. For example, if the Rename
the new design is set, the design details being imported will be re-named as
Copy of. See Setting recording options for details.
Note Check and edit the original design details before making and importing
the CSV file. For example, ensure that the original spreadsheet has a heading
named Location.
List names may be added automatically when the CSV file is imported. See
DesignWorkflow List Setup for details.
The location of design files may also be changed during this operation,
depending on the options set earlier. See Setting default network locations for
details.
To import CSV data

2 Select the database into which you will import the CSV data.
3 Select Database > Record Designs From CSV File.
The Choose a CSV File dialog opens.
Select CSV file to

import
4 Browse to the location of the CSV file to be imported, select it and click Open.
5 The data will be imported.
Note Depending on the recording options set on your system, you may see:

Messages and prompts about existing files of the same name.
A message asking whether you want the design files to be copied, left in
their present location, or moved to a new location. Note that design files
moved to a database will no longer exist at their original location.
See Setting recording options for details.

Chapter 10
Working with Design Requests
Order entry and customer service staff generally initiate design requests in order
to communicate design instructions and artwork to the digitizing department.
DesignWorkflow allows users with correct access rights to create new record
requests and submit all the necessary information to the digitizer to initiate a
design. This means the person who submits the request can attach all necessary
artwork or scan it directly into the request. The whole purpose of creating a
design request is for action to be taken and a design created or associated with
the request. This can then be tracked through the system from inception to
completion.
Note The design request function is configured within the DW Administration

module by the DW Administrator. See Configuring design request options for
details.
Creating design requests

Create new design requests and submit all necessary information to initiate a
design. Duplicate existing design requests and modify to place re-orders or for
different sizes of the same order.
Creating new design requests
Click Design Requests to open the Design Request List.
DesignWorkflow allows users with correct access rights to create new design
requests and submit all necessary information to the digitizer to initiate a
design.
To create a new design request

1 Click the Requests icon.

The Design Request List opens at the bottom of the display window.
Click to initiate a
design request
2 Click the New Request icon in the Design Request List.

The Design Request dialog opens.
Auto-generated
name
Based on
existing design
Note The appearance of this dialog may vary depending on the options set
by the DW Administrator. See Configuring design request options for details.
3 Enter the required request information.
Note All fields appearing in red are mandatory. For field descriptions, see
Design Request Fields.
4 Set the status for the design request as you do the design status. See also
Updating design status history.
Note Request status for an associated request is linked to the design status
history.
C hapter 10 Work ing with Design Requests 152

5 If you are basing the design request on an existing design, enter the exact
design name in the Based On Design field.
Rose
Click to confirm
association
6 Click Yes to confirm.

7 Enter any other required instructions on the other tabs – Team Names,
Lettering, and Colorways.
Enter list of team

names
8 If you have any artwork and/or customer requirements, attach them via the
Attachments tab. See Adding attachments to design requests for details.
9 Click OK to close the Design Request dialog.
The design request is lodged in the system and appears in the Design Request
List.
Duplicating and modifying existing design requests
DesignWorkflow now allows you to duplicate a design request, for example,

when you are using the same logo but need several sizes. The Duplicate option
creates a new record with a new design number but with the same content as
the original record.
To duplicate and modify an existing design request


Select to
duplicate design
request
2 Right-click a design request and select Duplicate from the popup menu.
Browse design
request records
3 Modify design request details and click OK.

The duplicate design request is added to the list.
Adding attachments to design requests

If you have any artwork and/or customer requirements, you can attach them to
the design request via the Attachments tab. See also Viewing attachments.
To add an attachment to a design request

1 Open the Design Request List.
2 Select the design request and click the Request Properties icon.

Add an attachment
Remove selected
attachment
Edit comment
Open in third-party
application
4 Click Add to add an attachment.

5 Browse to the location of the file and select.
The Design Request Attachment dialog opens.
Add comments
Tip Alternatively, drag-and-drop files directly into the Attachments tab and
bypass the Design Request Attachment dialog altogether. This is useful
when capturing design information such as emails which record design
requests.
6 Add a comment about the file – e.g. Primary Artwork, Purchase Order,
etc.
7 Click OK.
The Relocate Attachment Files dialog opens.
Choose
relocation option
8 Decide whether the attachment files are to be relocated or copied to the

database and click OK.
9 Use the buttons on the right to edit attachments:
Click Remove to remove the selected attachment.
Click Comments to edit the comment.

Click Open to open the selected attachment in the Windows-associated
third-party application.
10 Click OK.
Note The user who records an attachment is automatically logged together

with the date. Only the person who attaches the document as well as Level 5
users can remove it from the Attachments tab.
Viewing design requests
Click Request Properties to view the record of the selected design request.
Click Delete Request to delete a selected design request from the system.
Design Requests are associated with a particular database. All associated

requests appear in the Design Request List. These can be sorted by the column
headers or viewed in detail via the Design Request dialog.
To view a design request

Select to view
design request
record
Tip If the complete design request list does not display as you expect, click
the Clear Search button to clear any search criteria that may still be in the
system. See Searching and sorting design requests for details.
2 To sort the design request, either:
Click the column heading to toggle between ascending and descending
order.

Right-click the column heading and select Sort Ascending or Sort
Descending.
Sort design request

list heading in
ascending or
descending order
Tip DesignWorkflow lets you customize both design lists and design request
lists to display only the fields required in any order you prefer. See also
Customizing design lists.
3 Select the design request you are interested in.
4 Open the request record by one of the following means:
Select Design Request > Properties.
Click the Properties icon on the Design Request toolbar.
Right-click the request and select Properties from the popup menu.
Double-click the design request itself.
Browse design
request records
Note All fields appearing in red are mandatory. For field descriptions, see
Design Request Fields.
5 Use the arrow icons to browse through all design requests in the selected
database.
6 To delete a selected design request, click the Delete icon on the Design List
toolbar.
If there are associated attachment files, you will be prompted to remove
these as well.

Searching and sorting design requests
DesignWorkflow lets you search for design requests in the same way you search
for designs. Similarly, you can run saved searches with preset criteria, or full
searches using any or all associated fields.
Tip Set up your searches such that they correspond to work tasks for each
employee. For instance, set up each digitizer with search criteria that includes
their name and the status you use to assign requests to them.
Running saved design request searches
Use Clear Search to clear all search criteria and display all design requests.

other users of the system. These are easily accessed by means of the Saved
Search field.
To run a saved design request search

Birds
Select a saved Tropical Plants
search Gillian’s Garments
Wildon Designs
2 Select a saved search from the Saved Search list.
Tip DesignWorkflow lists searches saved by yourself and, optionally, other

users of the system. You save searches via the Search Design Requests
dialog in the same way you save design searches. See Saving database
searches for details.
When the search is completed you will see a list of all design requests that
match the preset search criteria. Edit by means of the Design Requests
dialog. See Viewing design requests for details.
Note The Design Request List will continue to display only those design
requests found by the search until you clear it.
Running full design request searches
Use Search Requests to run a full search from the Search Design Request dialog.

Use Clear Search to clear all search criteria and display all design requests.
To run a full search on a design request, you enter ‘search criteria’ into a search
form, just as you do for design searches. The selected database is searched for
all matching criteria according to the selected search method.
To run a full design request search

1 Open the Design Request List and click the Search Design Request icon.
The Search Design Request dialog opens. This dialog displays the settings
used the last time you searched.
Enter search
criteria in some or
all fields
Select a preset
Select search search
method
Clear current
search
2 Prepare your search criteria:

If you want to repeat the current search, click OK.
If you want to run a preset search, select from the Saved Search
dropdown list.
If you want to search using different criteria, click the Reset button.
3 Add, change, or delete search criteria by editing any of the fields.
For field descriptions, see Design Request Fields. See also Data types and
operators.
4 Select the search method, i.e.:
designs matching any criteria
designs matching all criteria
designs not matching any criteria
all designs, except those matching all criteria.
When the search is complete you will see a list of all design requests matching
your criteria displayed in the Design Request List.
Note When finished, you can clear the search using the Clear Search icon.
First, however, you may want to save the search for future reference. You
save searches via the Search Design Requests dialog in the same way you
save design searches. See Saving database searches for details.

Printing design requests
Click Preview Request to preview a design request.
Click Print Request to print a design request.
DesignWorkflow lets you preview and print design requests with or without your
own custom (HTML) letterhead attached. This may then, for example, be
attached to the swatch that is mailed to the customer. See also Emailing design
requests.
To print a design request

Preview design
request
Include company
letterhead
3 If you are using your own custom (HTML) letterhead, select the Include
Letterhead checkbox.
Note The letterhead location is set by the DW Administrator. See Configuring

design request options for details.
4 To preview the design request, click the Preview icon on the toolbar.

A preview of the design request is displayed within the browser window.
5 To print the design request, click the Print icon on the toolbar.
Note Both the Preview and Print commands are also available on the Design
Request List toolbar.
Turning design requests into designs
Click Create Design to initiate a new design in Wilcom Embroidery Software.
The whole purpose of creating a design request is for action to be taken and a
design created or associated with the request.
To turn a design request into a design


Select to create
new design
2 Select the design request and create a new design by one of the following
means:
Select Design Request > Create.
Click the Create Design icon in the Design Request List toolbar.
Right-click the request and select Create from the popup menu.
Alternatively, open the Design Request dialog after it has been saved:
Press the Create Design icon on the dialog toolbar.
Click the Create Design button on the Design tab.
Select to create
new design
The New dialog opens in the Wilcom Embroidery Software design window.
Choose
template
3 Choose a template and click OK.

A new design is initiated in the Wilcom Embroidery Software design window
with the new design request name as its title.

Note If the design request has been ‘based on’ on an existing design in the
a database, then this design is inserted into the Wilcom Embroidery Software
design window. See Creating design requests for details.
4 If artwork is attached to the request, return to DesignWorkflow and click the
Attachments tab of the Design Request dialog.
Insert selected
artwork in Wilcom
Embroidery Software
5 Select the artwork file and click Insert.

The selected artwork is opened in the Wilcom Embroidery Software design
window.
Note Once a request has gone through the design cycle and recorded back
to the database, the associated information is transferred to the design
record. In addition, a ‘Completed’ flag is assigned to the request.
Associating existing designs with design requests

Once a request has gone through the design cycle and recorded back to the
database, the associated information is transferred to the design record.
However, if a design already exists in the database to fulfil the request, you can
manually associate it and thus close the request.
To associate an existing design with a design request


3 Select the Design tab.
Associate existing
design with
request
4 Click Associate.
The Associate Design dialog opens.
Enter name of
design to associate
with request
5 Enter in the exact name of the design you wish to associate.

If the design is found in the selected database, a confirmation dialog opens.
Click to confirm
association
6 Click Yes to confirm.

The associated design appears in the preview panel.
Dissociate design
from request
Note If a design has been incorrectly associated with a design request and
you want to reopen the request process, click Dissociate.
7 Click OK.

The associated request information is transferred to the design record. In
addition, a ‘Completed’ flag is assigned.
Design
request
completed

Chapter 11
Outputting, Converting and Archiving
Designs
DesignWorkflow database lets you send designs directly to customers for

approval. You can also send designs directly to any embroidery machine
connected to the Wilcom Embroidery Software system. You can also send
designs directly to any punching machine and punch the tape. Alternatively,
designs in databases and folders can be converted to stitch files for most
machine formats.
DesignWorkflow allows you to archive and view design files in folders which
have been archived by means of the popular WinZip utility. This can be useful
for sending or receiving multiple files via email.
This section describes how to stitch and punch out designs, convert design files,
and how to archive design files.
Emailing designs and design requests

DesignWorkflow allows you to email design and design request information
direct, together with any associated files.
Emailing designs
Use Email Design to email design information direct.
DesignWorkflow allows you to email design information direct. This includes

design files as well as any files associated with the design record – TrueView,
thumbnail, artwork and stitchout images as well as stitch files.
Note To output information via email, your system must already have a MAPI
compatible email program such as Microsoft Outlook installed and running
correctly. Internet email programs such as Yahoo and Hotmail are not suitable.
To email a design

2 Select a design database or folder. See Accessing designs and artwork and
Sorting designs in databases and folders.
Email selected
designs
3 Select one or more design records and either:

Click the Email icon on the toolbar, or
Right-click the design record and select Email Design from the popup
menu.
The Email Design Options dialog opens.
Select files to
include
Select attachments
to include
4 Select the files and any attachments you want to include in the email.
Note If all options are grayed out, your administrator must configure the
email settings for your user account. See Setting up DesignWorkflow user
5 Click OK.
The selected files are attached to an email. Their names appear in the
Subject field.

Emailing design requests
Use Email Design Request to email design request information direct.
DesignWorkflow allows you to email design request information direct. This

includes the design request, any design it is based on, as well as any files
associated with the design request. See also Printing design requests.
Note To output information via email, your system must already have a MAPI
compatible email program such as Microsoft Outlook installed and running
correctly. Internet email programs such as Yahoo and Hotmail are not suitable.
To email a design request

3 Open the Design Request List. See Viewing design requests for details.
Click to email
selected design
request
4 Select one or more design requests and click the Email icon on the Design
Reqest toolbar.
The Email Design Request Options dialog opens.
Select files to
include
Select attachments
to include
Chapter 11 Outputting, Conver ting and Archiving Designs 168

5 Select the files and any attachments you want to include in the email.
Note If all options are grayed out, your administrator must configure the
email settings for your user account. See Setting up DesignWorkflow user
6 Click OK.
The selected files are attached to an email. Their names appear in the
Subject field.
Stitching and punching designs

Once a design is selected in a database or folder, you can:
send it direct to any embroidery machine connected to the Wilcom
Embroidery Software system.
send it direct to any punching machine and punch the tape.
Tip When a file is selected, right-click to open a popup menu which includes the
commands Open, Print, Convert, Punch to Tape, Stitch to Machine, and Delete.
Stitching directly from DesignWorkflow
Use Stitch to Machine to stitch a design directly to machine.
Select one or more designs in a folder or database using DesignWorkflow. You

can then stitch to any embroidery machine connected to your Wilcom
To stitch directly from DesignWorkflow

3 Select and sort the design(s) to be stitched using Sort or Search. See
Browsing, Searching, and Sorting Databases for details.
4 Click the Stitch to Machine icon.
The Stitch Options dialog opens.
Select machine type

and format
5 Select a machine type and format from the dropdown lists.

6 Click OK and wait.
The design(s) will be sent to the machine for stitching.
Punching directly from DesignWorkflow
Use Punch to Tape to punch a design directly to a punching machine.

Select one or more designs in a folder or database using DesignWorkflow. You
can then punch to any paper tape punching machine connected to your Wilcom
To punch directly from DesignWorkflow

1 Open DesignWorkflow and select the database or folder holding the
design(s).
2 Select and sort the design(s) to be punched using Sort or Search.
See Browsing, Searching, and Sorting Databases for details.
3 Click the Punch to Tape icon.
The Punch Options dialog opens.
Select machine type
4 Select a machine type from the dropdown list and click OK.
The Tape Manager dialog opens. See the EmbroideryStudio Onscreen
Manual for details.
Select tape punch
Select to label tape

Select to automatically
rewind tape before stitching
Select to punch in
reverse direction
Converting design files

Convert your EMB and other design files to and from other file formats directly
within DesignWorkflow.
Note DesignWorkflow will ask you whether you want to create a Notepad log
file when you start to convert a batch of two or more designs. Use this log file
to troubleshoot any problems encountered.
Converting design files in folders
Use Convert to convert from one design file type to another.
EMB files in folders and most other file types supported by your version of
Wilcom Embroidery Software can be inter-converted directly within
DesignWorkflow. A few formats cannot be inter-converted.
Note Color information may be lost when some formats are converted to some
other formats.

To convert design files in folders
1 Open DesignWorkflow, and select the folder containing the designs to be
converted. See Adjusting view settings for details.
2 Select the file(s) to be converted. See Accessing designs and artwork for
details.
3 Click the Convert icon.
The Convert Options dialog opens.
Select destination
folder
Select file types to

convert to
4 Select the file types to convert to.

5 Click Browse to locate the folder where you want to store the converted
designs.
The Browse for Folder dialog opens.
Locate destination
folder
6 Click OK to start the conversion.

The converted designs will be stored in the nominated folder.
Tip If two or more designs are converted in one batch, DesignWorkflow will
display a log file when you finish converting. Use this to troubleshoot any
problems encountered.

Converting design files in databases
Use Convert to convert from one design file type to another.
EMB files in databases and most other file types supported by your version of
Wilcom Embroidery Software can be inter-converted directly within
DesignWorkflow. A few formats cannot be inter-converted.
Note Color information may be lost when some formats are converted to some
other formats.
To convert design files in databases

1 Open DesignWorkflow, and select the database containing the designs to be
converted. See Opening DesignWorkflow for details.
2 Select the file(s) to be converted. See Viewing design information for details.
3 Click the Convert icon.
4 Click Yes to replace existing design files with the new, converted ones, or No
to keep the existing files and add new, converted one.
The Convert Options dialog opens. If you have chosen to keep the existing
files, a Destination Folder field also appears.
Select destination folder if

not replacing existing files
Select file types to

convert to
5 If you have chosen to keep the existing files, click Browse to locate the
destination folder.
6 Select the file type/s to convert to.
Note If you have chosen to replace current files, you can only choose one
file type to convert to.
7 Click OK to start the conversion.
Tip DesignWorkflow will prompt you to create a log file when converting
more than one design. Use this to troubleshoot any problems encountered.

Formatting embroidery disks
Embroidery disks must be formatted to suit the embroidery machine you intend
to use or the machine will not be able to read the design. Most computers have
a High Density 1.44 Mb drive which can read both Double Density 720 Kb and
High Density 1.44 Mb floppy disks. Most embroidery machines use Double
Density or High Density disks so there is usually no problem with transferring
designs. See the embroidery machine manual for details of the appropriate disk
type.
Caution Use the disk type required by the embroidery machine, not the
computer. For example, if a machine requires DD disks, you must use DD disks
even though your computer may have an HD drive. If your machine can only
read single density disks you may need to install a special floppy disk controller
card in your computer. See the EmbroideryStudio Onscreen Manual for details.
To format embroidery disks

1 Insert a 3.5" floppy disk of the correct density in your computer’s floppy disk
drive.
Note Use the disk type required by the embroidery machine, not the
computer. For example, if a machine requires DD disks, you must use DD
disks even though your computer may have an HD drive. If your machine can
only read single density disks you may need to install a special floppy disk
controller card in your computer. See the EmbroideryStudio Onscreen
Manual for details.
2 Select File > Format Embroidery Disk.
The Format Embroidery Disk dialog opens.
Select disk drive
Select disk format
3 From the Drive list, select the floppy disk drive.

4 From the Format list, select the required disk format.
5 Click OK.
6 Click OK to confirm.

The Format dialog opens.
Select disk format
Select format option
Enter disk label
7 From the Capacity list, select the disk storage capacity.

8 Select the format option you require.
Quick: erases all data from the disk but does not reformat it.
Full: formats a blank disk or changes the disk format.
9 In the Other Options panel, select the options you require.
10 To label the disk, enter the label name.
11 Click Start.
A progress bar appears. You are prompted when formatting is complete.
12 Click OK to format another disk or Cancel to finish.
Note If you have trouble with formatting a Melco embroidery disk, check if
your floppy disk drive can read and write single density floppy disks. See the
EmbroideryStudio Onscreen Manual for details.
Saving designs to embroidery disk

You can save designs from a database to embroidery disk using the standard
Windows drag-and-drop method.
To save designs to embroidery disk

2 Locate the design(s) you want to save.
Tip Locate the designs using Search and/or Sort. See Searching for designs
in databases and Sorting designs in databases and folders.

Click and drag

selected designs
to A: drive
4 Holding down the left mouse button, drag-and-drop the selected designs to
A: drive in the folder listing.
The designs will be saved with no classification information.
Archiving design files

DesignWorkflow lets you archive designs by means of the popular WinZip utility.
This program bundles files into a single compressed file with the extension *.ZIP.
This is useful for sending or receiving multiple files via email.
Tip You can also view design files which have been archived in folders. See also
Viewing zipped designs in folders.
Saving designs to a single zipped file
Use Create Zip Archive to archive selected designs to a single compressed file.
DesignWorkflow provides a shortcut to the WinZip utility via the toolbar.
To save designs to a single zipped file

2 Select the design, designs, or entire folder you want to archive.
3 Click the WinZip icon or right-click and select Create Zip Archive from the
popup menu.
If you have selected one design file, the system will create a ZIP file taking
the design’s name as its own.

If you have selected more than one design file, the Zip Archive dialog
opens.
4 Choose whether to archive the selected files individually or as a single file.

If you click Individuals, the system will create a ZIP file for every design,
taking the design’s name as its own.
If click One, the Save As dialog opens.
Choose a
location
Enter a file
name
5 Enter a location and file name for your zipped file and click Save.
The selected designs are copied to the zip file. You can view them in the
specified folder. See Viewing zipped designs in folders for details.
Extracting design files from a zipped archive

DesignWorkflow allows you to extract design files from a zipped archive directly
to a database. This is useful, for example, if you are receiving zipped designs via
email.
To extract design files from a zipped archive


2 Select the folder which contains the design or designs you want to extract.
Zipped design
file appears in
folder listing
Zipped design –
name appears in
italics
3 Select the individual design to extract in the display window or the zipped file
in the folder listing.
4 Within the zipped file, select the design(s) you want.
5 Select File > Extract Zip Archive.
The Save As dialog opens prompting you to specify the location of the
extracted file.
Choose a
location
6 Choose a location and click Save.

The designs are extracted to the selected location. If you have saved them to
a location referenced by a database, you can now view them. See Viewing
design information for details.

Chapter 12
Catalogs, Worksheets and Reports
DesignWorkflow lets you print, publish and export design catalogs in a number
of formats. You can also produce printed reports of your database designs.
Generate standard reports for statistical purposes. Reports are generated as
HTML pages which can be printed, saved, or emailed by means of your browser
controls.
Printing, publishing and exporting design catalogs

Catalogs of designs in a database contain thumbnails and/or summary
information. These can be sent to a printer, published on your website or
intranet, and exported in formats suitable for spreadsheet and database
programs, and for integration with third-party e-commerce solutions.
Tip Before printing, publishing or exporting, sort the designs into useful groups.
For example, sort by Type or search by Customer. See Browsing, Searching,
and Sorting Databases for details. You can also use search methods to exclude
selected designs from the final output – e.g. to prevent competitors from seeing
some new designs.
Printing design catalogs

Printed catalogs of your designs are a handy sales and marketing tool. They
contain design thumbnails as well as summary information. You can prepare
catalogs of all your designs, and others to suit specific markets, types of design,
and individual customers.
To print a design catalog

2 Select and sort the designs to be printed in the catalog using Sort or Search.
3 Select File > Print Catalog.
The Print Catalog Options dialog opens.
Adjust scale %
Include design details
4 Adjust the Scale (%) if you want your thumbnails bigger or smaller.
5 Select Summary if you want design details to be printed.
6 Click Preview as required.

The Print Preview dialog opens.
7 Click Printer to select a printer, paper size and other options in the Windows
Print dialog for the printer attached to your PC.
8 Click OK to print the catalog.
Tip If the catalog requires more than one page, you can select which page
to print in the Windows Print dialog.
Publishing design catalogs for browser viewing

You can convert your designs to the HTML and PNG formats suitable for viewing
by any browser, such as Microsoft Internet Explorer. This allows you to publish
designs throughout the company via an intranet, or throughout the world via the
internet. You can also attach catalogs to emails and send them as design
samples.
To publish a design catalog for browser viewing

2 Select and sort the designs to be published in the catalog using Sort or
Search. See Browsing, Searching, and Sorting Databases for details.
Note If you do not use Sort or Search, all designs in this database will be
published.
3 Select File > HTML Catalog.
The HTML Catalog Options dialog opens.
Adjust scale %
Set rows and columns
Include design details
4 Adjust the Scale (%) if you want your thumbnails bigger or smaller.

5 Select the number of rows and number of columns for the final output, which
will appear as a table.
6 Select Summary if you want design details to be included.
7 Enter a filename and location in the Catalog Name field – e.g.
E:\DesignCatalogs\August2000\Sports\Sportswear.htm – or accept
the default settings.
Tip Make a separate folder for each catalog – the catalog conversion will
generate a PNG file for a thumbnail of each design, another PNG file for a
TrueView of each design, and an HTML file for each page.
8 Click OK to start converting the designs.
Your browser – e.g. Windows Internet Explorer – will open automatically at
the first page of designs when the conversion is finished.
If your browser does not open automatically:

Open your browser – e.g. Windows Internet Explorer – via the Windows
Start button.
Click the Address field, browse to the selected folder, and double-click the
first HTM file containing thumbnails – e.g. Crests1.htm.
There will be at least two HTM files with similar names – e.g. Crests.htm,
Crests1.htm, etc. The filename without a number is the index to all of the
HTM files.
Your browser will display one or more design thumbnails in the window.
9 Examine the contents of the page.
Click Next Page to view the next screen of thumbnails.
Tip Double-click a thumbnail to view its TrueView image in real size.

10 Repeat the procedure to adjust thumbnail size and table layout as required.
Exporting design catalogs

Design details can be converted to the Tab and CSV (Comma Separated Value
files) formats suitable for use by most spreadsheets. See your spreadsheet
program for details. See also Importing CSV format data.
Chapter 12 Catalogs, Wo rksheets and Repor ts 180

To export a design catalog
2 Select and sort the designs to be printed in the catalog, using Sort or
Search. See Browsing, Searching, and Sorting Databases for details.
3 Select File > Export Design List.
The Export to File Options dialog opens.
Choose tabs or
commas
4 Click either Tabs or Commas, depending on your spreadsheet program’s

recommended format.
Select folder and

filename to store CSV
or TXT file
5 Select a folder and filename to store the CSV or TXT file.

6 Click Save.
The designs will be generated and saved in the selected format.
Creating production worksheets

The production worksheet is the link between the designer and the embroidery
machine operator. It contains a design preview as well as essential production
information, including the design size, the color sequence and any special
instructions. DesignWorkflow lets you customize production worksheets before
printing. You can also print multiple colorways, icons of color blocks, and
backgrounds.
Printing production worksheets
Use Print to print production worksheets for selected design(s).
You can print production worksheets for selected groups of designs in folders,
and include thumbnails of each design in the worksheet.

Note Unlike Print Designs, this option can provide all of the design and sewing
information available, but it uses far more paper to do so. See also Printing
design catalogs.
To print a production worksheet

2 Select and sort the designs to be printed using Sort. See Browsing,
Searching, and Sorting Databases for details.
3 Click the Print icon.
The Print dialog opens.
4 Select the printer you want to use, and enter the number of copies of the
worksheet you require.
5 To customize the worksheet, click Options.
The Print Options dialog opens.
6 In the Information to Print panel, select the information group to include.
Option Description
Full information Activates the Customize button – shows details specified in the
Customize Worksheet dialog. See EmbroideryStudio Onscreen
Manual for details.
Short information Shows summary information about the design. This and the
previous option include information provided in the Summary tab
of the Design Properties dialog. See EmbroideryStudio Onscreen
Manual for details.
Stop sequence Lists all stops in the design together with the stitch number at
which they occur, color number, and thread color name and brand.
None Shows the design preview only.
All Colorways Prints all colorways in the design. If not selected, the Colorways
button is active. See Printing selected colorways for details.
Tip Leave All Colorways unselected to print the design in the current
colorway only.

7 In the Zoom panel, set the zoom factor for the design preview. This controls
the size of the preview on the worksheet.
Option Description
1.0 Shows the design at its actual size.
Show All Scales the design to fill the available space on the worksheet.
Custom Lets you set a specific zoom factor.
8 In the Graphics panel, select the graphical features to show.

If you select TrueView, the Draft Quality checkbox becomes available.
Select this checkbox for quicker printing at lower resolution.
9 In the General panel, select the other options you require.
Option Description
Print in English Deselecting this checkbox prints worksheets in the same language
as the Windows operating system. This feature is useful when
printing to plotters where the device driver does not support the
character set you require.
Extents Box Places an outline around the design.
Around Design
Customer Name Prints a specified customer name on the worksheet. Select a
company name from the list, or enter a new one.
Note The Customer Name option is only available for designs selected in a
folder. If selected from a database, the customer name is not modifiable.
Color Film: prints color blocks in the design as they appear in the Color
List. Consecutive objects of the same color form a single ‘color block’.
10 Click OK when finished, then ensure that your printer settings are correct in
the Windows Print Setup dialog.
Note The dialog and the settings available will vary from printer to printer.
See your printer manual for details.
11 Click OK.

Printing selected colorways
Use Print to print a production worksheet for the selected design(s) using the
current settings.
You can print your design in the current or multiple colorways.
To print selected colorways

2 Select and sort the designs to be printed in the report, using Sort or Search.
3 Click Print.
The Print dialog opens.
4 Click Options.
The Print Options dialog opens.
Select colorways
to include
5 Select Colorways to print selected colorways.

6 Click Colorways.
The Colorway Options dialog opens.
Select one or more

colorways from the
list
7 Select one or more colorways from the list.

8 Click OK to return to the Print Options dialog.

9 In the Graphics panel, select Background if you want to include the
background color or fabric with the colorway.
Select Background
to include on
worksheet
Tip Select Crop to Design to crop the space around the design.
10 Click OK.
Each colorway is printed on a separate sheet. A colorway summary sheet is

also printed. To print colors in the colorway summary table/s, make sure the
Show Colors in Summary is selected in the Customize Worksheet dialog.
See EmbroideryStudio Onscreen Manual for details.
Creating management reports

DesignWorkflow generates standard reports for statistical purposes. Report
content can derive from selected databases, current search results, or from
selected records. Reports are generated as HTML pages which can be printed,
saved, or emailed by means of your browser controls.
Report types
DesignWorkflow generates four standard reports types:
Design status
New designs per month
New designs per month per digitizer
Top 5 customer for new designs per month.

Design status
This report provides a summary of the design status for all designs in the
selected database or current search window.
The report features a 3D vertical bar graph showing the design count against
design status. This is followed by a summary listing of status names and counts
as well as a grand total.

New designs per month
This report provides a stacked line chart with markers at data points. The graph
is plotted by month period and displays the trend for the design count first
recorded for that period.
The graph shows the design count against date recorded. The data points
indicated by the markers show the exact values. This is followed by a summary
list of designs recorded by month as well as a grand total.

New designs per month per digitizer
This report provides a stacked line chart with markers at data points. The graph
is plotted by month period and displays the trend for the design count first
recorded for that period by each digitizer.
The graph shows the design count on change date recorded by digitizer. This is
followed by a summary list of designs recorded by month by digitizer as well as
a grand total.

Top 5 customer for new designs per month
This report presents the top 5 customers per month, per quantity of new designs
(not quantity of stitches).
Where there are two or more customers that have the same number of designs,
these will be sorted in order of stitch count. If there are multiple customers
sharing the 5th position, only the customer with the highest combined stitch
count will be listed. Customers not included in the top 5 customer list will be
grouped in a separate ‘Others’ category.
Running management reports
Use Reports to run a standard report on a selected database.
Report content can derive from selected databases, current search results, or
from selected records. Reports are generated as HTML pages.
To run a management report


2 Select a design database. See Accessing designs and artwork and Sorting
designs in databases and folders.
Select required
report type
3 Select a standard report type via Database > Reports or the Reports icon:
Design Status Summary
Designs Per Month
Designs Per Digitizer
Top 5 Customers Per Month.
The Report Options dialog opens.
Select what to
report on
Select layout
options
4 Select the data you want to report on:

Current Search Result: report on whatever is currently showing in the
display window. You have the further option of including the search criteria
in the footer as required.
All Records: report on all the records in the selected database.
5 Enter a report subtitle as required.
Note If you generate a report from a saved search, the subtitle automatically
takes the name of the saved search.
6 Include the company letterhead as required.

Note The letterhead location is set by the DW Administrator. See Configuring
design request options for details.
7 Click OK.
The report is generated as an HTML page which can be printed, saved, or
emailed by means of your browser controls.
Tip Advanced users can edit their report layout and styles through the report
XSL style sheets installed with the product. All XSL style sheets are found
within the DesignWorkflow installation folder and have the title of the report.
For more information, please see the white papers in the support section of
the Wilcom Web page – www.wilcom.com.au\support\

PART III
APPENDICES

Product Differentiation Table
Capabilities Pro CU Viewer Topic

Setting up Design Workflow™ databases
Access DW Administration z z z Opening and closing DW Administration
Create databases for standalone and multi-user setups z z z Creating databases for standalone and multi-user setups
Share sample database with other users z z z Sharing the sample database with other users
Set up enterprise (SQL) systems z z z Working with enterprise systems
Set up sales laptop z z z Setting up a sales laptop
Automatically record designs to databases z z z Automatically recording designs to databases
Import data from old databases z z z Importing data from old databases
Configuring and administering databases
Validate database schema and indexes z z z Validating database schema and indexes
Set recording options for duplicate design names z z z Setting recording options for duplicate design names
Set recording options for design file locations z z z Setting recording options for design file locations
Set recording options for automatic stitch file creation z z z Setting recording options for automatic stitch file creation
Set default network locations z z z Setting default network locations
Set recording options for automatic image file creation z z z Setting recording options for automatic image file creation
Set recording options for automatic design naming z z z Setting recording options for automatic design naming
Customize design property fields ¿z ¿z ¿z Customizing design property fields
Wilcom D esignWork flow© e2.0 Onscreen Manual
Create user-defined fields ¿z ¿z ¿z Creating user-defined fields

Customize summary information fields ¿z ¿z ¿z Customizing summary information fields
Configure design request fields z z z Configuring design request fields
Configure custom letterhead location z z z Configuring the custom letterhead location
Back up and restore databases z z z Backing up and restoring DesignWorkflow databases
Logon passwords, access levels and permissions
Assign passwords and email privileges z z z Database and network logon passwords
Create personal logons z z z Predefined DesignWorkflow users
Remove users from the system z z z Removing users from the system
Setting up Design Workflow™ lists
Set up lists ¿z ¿z ¿z Setting up lists
Add items to the Categories list ¿z ¿z ¿z Setting up the Categories list
Set up the Status list ¿z ¿z ¿z Setting up the Status list
Temporarily remove inactive customers and digitizers z z z Temporarily removing inactive customers and digitizers
Export / import lists z z z Exporting and importing lists
Setting up database connections
Change access permissions z z z Changing access permissions
z Included as standard Cost option ¿ New/improved feature/option L For lettering only LG For lettering and grouped objects only
193
Establish database links z z z Establishing database links
Remove database links z z z Removing database links
Validate and refresh databases and designs z z z Validating and refreshing databases and designs
Accessing designs in Design Workflow™
Display designs as thumbnails with/without summary information ¿z ¿z ¿z Displaying design thumbnails and summary information
Display designs in whole window z z z Viewing designs in the whole window
Display zipped designs in folders z z z Viewing zipped designs in folders
Locate missing files z z z Locating missing files
Customize toolbar z z z Customizing the toolbar
Change locales z z z Changing locale
Refresh display z z z Refreshing the display
Modify user preferences z z z Modifying user preferences
Customize design lists z z z Customizing design lists
View design information in folders z z z Viewing design information in folders
View design information in databases z z z Viewing design information in databases
Viewing design information in quick-info pane ¿z ¿z ¿z Viewing design information in quick-info pane
View design colorways z z z Viewing design colorways
View attachments ¿z ¿z ¿z Viewing attachments
View design status change history ¿z ¿z ¿z Viewing design status history
Select designs in databases and folders z z z Selecting designs in databases and folders
Open designs in Wilcom Embroidery Software z z Opening designs in Wilcom Embroidery Software
Create new designs in Wilcom Embroidery Software z Creating new designs in Wilcom Embroidery Software
Browsing, searching, and sorting databases
Browse designs in databases z z z Browsing designs in databases
Limit file types displayed z z z Limiting file types displayed
Run simple sorts using the View menu z z z Running simple sorts using the View menu
z z z
Produc t Diffe rentiation Table
Run simple sorts using details lists Running simple sorts using details lists
Run complex sorts z z z Running complex sorts
Run quick searches z z z Running quick searches
Run saved searches z z z Running saved searches
Search folder listing z z z Searching the folder listing
Run full database searches z z z Running full database searches
Run free-text searches z z z Running free-text searches
Save and clear searches z z z Saving and clearing searches
Creating and modifying design records
Record single designs in Design Workflow™ z Recording single designs in DesignWorkflow
Record multiple designs in Design Workflow™ z Recording multiple designs in DesignWorkflow
194
Record designs using Cut, Copy & Paste, Drag & Drop z Recording designs using Cut & Paste or Drag & Drop
Record designs or update records from Wilcom Embroidery Software z z Recording designs or updating records from Wilcom Embroidery
Software
Add attachments to design records ¿z ¿z ¿z Adding attachments to design records
Modify single database records z z z Modifying single database records
Modify multiple database records z z z Modifying multiple database records
Update design status change history z z z Updating design status history
Assign multiple fabric colors to colorways ¿z ¿z ¿z Assigning multiple fabric colors to colorways
Rename, add and delete folders z z z Renaming, adding and deleting folders
Duplicate designs in databases z z z Duplicating designs in databases
Move designs from databases to folders z Moving designs from databases to folders
Rename designs in databases or folders z z z Renaming designs in databases or folders
Delete designs from databases and folders z z z Deleting designs from databases and folders
Import CSV format data z Importing CSV format data
Working with design requests
Create design requests z z z Creating design requests
Add attachments to design requests z z z Adding attachments to design requests
View design requests z z z Viewing design requests
Search and sort design requests z z z Searching and sorting design requests
z z z
Wilcom D esignWork flow© e2.0 Onscreen Manual
Print design requests Printing design requests

Turn design requests into designs z Turning design requests into designs
Associate existing designs with design requests z Associating existing designs with design requests
Outputting, converting and archiving designs
Email designs and design requests ¿z ¿z ¿z Emailing designs and design requests
Stitch and punch designs z Stitching and punching designs
Convert design files in folders z Converting design files in folders
Convert design files in databases z Converting design files in databases
Format embroidery disks z Formatting embroidery disks
Save designs to embroidery disk z z z Saving designs to embroidery disk
Save designs to a single zipped file z z z Saving designs to a single zipped file
Extract design files from a zipped archive z z z Extracting design files from a zipped archive
Catalogs, worksheets and reports
Print design catalogs z z z Printing design catalogs
Publish design catalogs for browser viewing z z z Publishing design catalogs for browser viewing
Export design catalogs z z z Exporting design catalogs
Print production worksheets z z z Printing production worksheets
Print selected colorways z z z Printing selected colorways
Create management reports z z z Creating management reports
195
Appendix A
Systems Integration
DesignWorkflow is designed to form an integral part of a total ‘Enterprise

Solution’. All DesignWorkflow design information is stored in an SQL-Server
2000 database, Microsoft’s flagship database product. One of its many benefits
is that design information is open to almost any third-party system. There are
many standard methods for retrieving the information, from the application
level, such as MS-Excel and Access, right down to programming level using
standard SQL select queries.
Many DesignWorkflow users want to share design information with third-party
sales and order entry systems. DesignWorkflow is designed to readily integrate
with other systems ranging from simple accounting packages through to large
Enterprise Resource Planning (ERP) systems.
The following section outlines the database structure of DesignWorkflow and
how third-party systems can access design information contained therein. As a
worked example, it describes in some detail how Microsoft Access can be used
to access design information.
Tip For a full overview of the SQL-Server feature set, refer to Mircosoft’s website
http://www.microsoft.com/sql/default.asp.
Integration with ERP systems

DesignWorkflow is the logical place to store all design information, while your
business system controls business processes. With DesignWorkflow you now
have the opportunity to integrate design information, including design images,
into your business system. Detailed information from DesignWorkflow can be
made directly available to management, sales, operations and production
people. The major benefits of this are:
Fewer errors caused by duplicate data entry
Elimination of double-entry of design data
Visual confirmation of designs
Reduction in production errors
Less rework and more efficient business processes.
With an adequate knowledge of SQL-Server, the DesignWorkflow database table
structures and the Windows programming environment, there is no reason why
you can’t write your own application to extract designs and design information
from DesignWorkflow into your business system. Additionally, you may want to
use the XML features of SQL-Server 2000 to extract information into a web
environment. This integration of DesignWorkflow does involve customization of
your business system, but DesignWorkflow has been designed with this in mind.
Your IT Manager or business system consultant will simply have to work with you
to design and implement a solution that meets your needs.

Connectivity issues
Anyone attempting to export design data from DesignWorkflow to a third-party
system will need to have some knowledge of the structure and purpose of the
information in the database. Wilcom will provide technical documentation that
describes each database table and the links between them. You will need,
however, to understand the concepts of ‘joins’ and ‘indexes’ before attempting
the task.
In the interests of maintaining DesignWorkflow data integrity, you are warned
about extending the concept to writing to the DesignWorkflow database. There
is no way of ensuring that valid information has been written to the database
fields. If an individual field value originates from a third-party system, however,
you may require any changes to be automatically applied in DesignWorkflow.
The smaller the scope of the update, the less likely it is to compromise database
integrity.
Caution Be aware that the DesignWorkflow database structure may change

with subsequent versions of the product. This will mean any export procedures
may potentially need to change as well.
Third-party reporting products

There are many dedicated database reporting products designed to generate
reports from MS-SQL databases. These reporting products have inbuilt support
for MS-SQL and allow you to design your own reports. You can even create web
pages with many of them. These products are very powerful and allow you to
collect data from many sources. Thus it is possible to generate reports
integrating information from your accounting and manufacturing systems as
well as data from DesignWorkflow.
Tip One of the best-known database reporting products is Crystal Reports. For
more information refer to Crystal Decisions website
http://www.crystaldecisions.com/products/crystalreports.
Querying DesignWorkflow databases

For a database programmer wishing to read design information from
DesignWorkflow, using standard SQL select queries is easy. The process is
outlined in three simple steps.
Step 1. Connect to the database

Users of external systems will connect to the DesignWorkflow database by
either:
Establishing a standard ODBC connection to the database, or
Using the Microsoft Data Link (UDL) file that was defined for the database
when it was created using the DesignWorkflow Administration application.
The first method is the most common even though UDL files are Microsoft’s
recommended method. UDL connections can only be used if the application
supports UDL files. (Even Microsoft’s own products do not fully support UDL
connections.) An example of a UDL-compliant application is one that uses ADO
for its database connectivity – the UDL file is passed as the ADO connection
string when the database connection is established.

Step 2. Query away
Once the connection is made, the programmer simply issues queries to the
database to obtain the required design information. For example:
select * from tDesigns
where fDescription='Fleur'
and fColors=6
Step 3. Combine business and design information

Once the programmer has obtained the required information, they can combine
it with information in the business system and present it to the user. Design
information may even be used internally for processes such as costing and
production scheduling. It is even possible to obtain design images from
DesignWorkflow for presentation in the business system so that users can see
the design they are working with.
Note Images are available in a variety of formats including thumbnails,

actual-sized TrueView images, palletized images, artwork, and stitchouts. See
also Setting recording options.
Integrating with DesignWorkflow databases

The worked example below uses MS-Access 2000 to connect to a
DesignWorkflow database. The dialog sequence shown may differ from your
version of Access.
To integrate with the database

1 Create a new database – e.g. ‘DesignWorkflow_Database’.
2 Right-click the Tables icon and choose Link Tables.

The Link dialog opens.
Choose ODBC
databases
3 In the Files of Type edit box, choose ODBC databases.
Ap p e n d i x A Sys te m s I nteg rati o n 198

The Select Data Source dialog opens.
Click New
4 Click New.
The Create New Data Source wizard opens.
Select SQL Server
5 Select SQL Server and click Next.
Enter name of
data source
6 Enter the name of your new file data source – e.g. ‘DWTest’ – and click Next.
7 Click Finish to create the data source.
The Create New Data Source to SQL Server wizard opens.
Choose SQL Server to

connect to
8 Choose the SQL Server to connect to and click Next.

Select whatever the server machine name actually is. You will probably have
only one server to choose from.
Choose SQL Server

authentication
9 Choose SQL Server authentication and click Next.
Note Change the user and password to one with rights to access the
database. You can find out which user name to enter by referring to the
database properties in DesignWorkflow.
Select default
database
10 Change the default database from ‘Master’ to the one you are interested in
accessing and click Next.
Select configuration
options
11 Select whatever configuration options are applicable to your environment and

click Finish.
12 Test your data source.
13 If it worked, click OK. Otherwise, test what went wrong and try again.
Ap p e n d i x A Sys te m s I nteg rati o n 200

The Link Tables dialog opens.
Select tables
14 Select all tables – except dbo.sysconstraints and dbo.syssegments – and

click OK.
15 Query away!
Note Other applications will have different procedures for connecting to

ODBC data sources, but this example provides a guide as to how it is done.

Appendix B
Supported File Types
The following tables list the graphics and palette file types supported by
DesignWorkflow.
Supported embroidery file formats

There are two types of embroidery file formats:
Format Purpose
Outline files Outline or ‘condensed’ files usually contain digitized shapes
and lines, selected stitch types and stitch values and effects.
Stitch files Stitch files contain only stitches and machine functions and
are suited to specific embroidery machines.
See EmbroideryStudio Onscreen Manual for further details.
Supported outline file formats

Wilcom DesignWorkflow© e2.0 supports the following outline file (condensed)
formats:
Extension Format Read Write

CND Melco Condensed z z
EMB Design File (up to V8.0) z z
ESD Wilcom DOS format z
INP Wilcom Condensed z
PCH Gunold APS z
Supported stitch file formats

Wilcom DesignWorkflow© e2.0 supports the following stitch file (expanded)
formats:
Extensio
Format Read Write
n
10O Toyota z z
BRO Bits & Volts z
CSD POEM/Singer/Huskygram z z
DSB † Barudan z z
DST Tajima z z
† includes needle addressing data ‡ Wilcom equivalent of DSB format ƒ Wilcom equivalent
of KSM format ¤ Wilcom equivalent of DST format § Wilcom equivalent of DSZ format
º Can only be written by ES Cross Stitch application

Extensio
Format Read Write
n
DSZ ZSK z z
EMX º Wilcom Cross Stitch z
EXP Melco z z
KSM Pfaff z z
PMU Proel z
PUM Proel DOS z
STC Gunold z
STX Datastitch z
T01 ¤ Tajima z z
T03 ‡ Barudan z z
T04 Zangs z z
T05 § ZSK z z
T09 ƒ Pfaff z z
U?? Barudan z z
XXX Compucon z z
Zxx ZSK z z
† includes needle addressing data ‡ Wilcom equivalent of DSB format ƒ Wilcom equivalent
of KSM format ¤ Wilcom equivalent of DST format § Wilcom equivalent of DSZ format
º Can only be written by ES Cross Stitch application
Supported Schiffli file formats

Schiffli designs in Wilcom Embroidery Software can be opened, edited and saved
in Wilcom EMB file format, as well as ESS and ESL, Wilcom’s Schiffli stitch file
formats. Designs can also be read and written in many other machine-specific
formats.
Note ESL is used for RCC designs only. ESS is the primary machine file format
for Wilcom-developed Schiffli servo control systems. When the ESS file is read
directly by a Wilcom Servo Control system (WESS), high data resolution and
stitch accuracy is possible.
There are Schiffli file formats to suit specific Schiffli machines. Machine functions
may differ between various machines. ES Schiffli supports the following Schiffli
file formats either directly through Wilcom Embroidery Software, or indirectly
through the ES Schiffli Disk Converter.
Note Old Stations files are not supported in ES Schiffli. These include PEN, PNN,
RCC, T16, T19, T21.
File Type Manufacturer Read Write

DAT Hiraoka z z
DAT Laesser
EAS Heinzle

File Type Manufacturer Read Write
EMB Wilcom z z
ESL Wilcom Schiffli (RCC) z z
ESS Wilcom Schiffli z z
INP Stations (some loss of stitch types and z z

functions)
MJD Time & Space (standard non-RCC) z z
NWD Saurer
PAT Saurer SHC (native Saurer)
PLS Saurer SLC (Plauen data) z z
SAS Saurer SLC (standard) z z
SAS Saurer SLC RCC

SAS Saurer SLC Pentamat
T10 Wilcom Plauen z z
T11 Wilcom Plauen RCC Zangs

T12 Wilcom Plauen - RCC Hiraoka
T13 Wilcom Plauen - RCC Comerio
T15 Wilcom Saurer z z
T18 Wilcom Saurer RCC

T20 Wilcom Saurer Pentamat z z
T22 Wilcom Plauen Pentamat

VEP Hiraoka z
Supported image file types

DesignWorkflow supports the following image file types:
File Type Description Read Write
AFP The AFP format is part of IBM's document imaging z

system. It is a raster format, created to add enhanced
formatting and indexing capabilities to documents for print
applications in finance, retail, insurance and other
industries.
ANI Windows Animated Cursor (ANI) is an animated cursor z
(animated mouse pointer). This file format is used for
reading and storing Windows Animated Cursors.
Multipage ANI files will have an icon on each page.
AVI Windows AVI (AVI) is a Microsoft file format used for z
multimedia files. The files can contain both audio and
video streams.
AWD Microsoft Fax At Work Document z
BMP Windows Bitmap (BMP) is a Microsoft file format used for z z

raster images. Some BMP files are compressed with an
RLE-type compression.
CIN z
Ap pen dix B S up po r ted File Ty pes 204

CLP Microsoft Windows Clipboard (CLP) file format is used to z

store the clipboard contents to disk. The clipboard is an
area of memory shared by the Windows operating system
and provides a simple mechanism for exchanging data
between applications.
CMP LEAD 1-Bit Format (CMP) is a proprietary 1-bit LEAD z
compressed format that has better compression and
performance than most other 1-bit compressed formats.
CUR Windows Cursor (CUR) is a file format for storing z
Windows cursors (mouse pointers). The size of these
images is exactly 32-by-32 pixels.
CUT Dr. Halo (CUT) files are device-independent images. The z
image is stored in one file (CUT) while the palette is stored
in a separate (PAL) file. If the image has no corresponding
PAL file, it is considered a grayscale image.
DCR Kodak proprietary image format z
DCX DCX is a multipage PCX format that enables a file to z

contain more than one image. It is handled the same as a
regular PCX file, except for the multipage feature.
DjVu z
ECW Ensoniq Waveset format z
EMF Windows Metafile (WMF and EMF) formats are vector z

formats that may or may not also contain a raster image.
Both files can be read as raster images.
EPS Encapsulated PostScript is a PostScript language z
program describing the appearance of a single page. EPS
files can contain any combination of text, graphics and
images, and are the same as any other PostScript
language page description with only a few limitations.
FLC The Flic Animation file is an animation file created by z
AutoDesk. The frames of this file can be of 8bpp image
FLI z
data. This file has two versions. FLI file types support 320
X 200 images with a maximum of 64 colors per image.
FLC file types support up to 64k X 64k images with 256
colors per image.
FPX Flashpix (FPX) is an uncompressed / lossy, 8-bit z
grayscale and 24-bit color format. It provides multiple
resolutions of each image.
ICO Windows Icon (ICO) is a multipage file format for storing z
one or more Windows icons. The background color of
these images is always black. The size can be no larger
than 255-by-255 pixels.
IFF The Interchange File Format (IFF) is a general purpose z
data storage format that can associate and store multiple
data types. IFF reads RLE, and non-compressed images.
IMG GEM Image (IMG) bitonal file format is native to the z
Graphical Environment Manager developed by Digital
Research.
ITG Intergraph (ITG & CIT) is a monochrome bitmap format. z

JPEG / The Joint Photographic Experts Group (JPEG) file is a z z

JPG compressed format for grayscale and color images. This
format results in smaller files and better image quality than
industry-standard formats. JPEG only supports signed
image data. In DW, JPG is used to write catalog images
only.
JP2 JP2 is a type of JPG file format in 8 bit grayscale and 24 z
bit color.
J2K JPEG2000, or J2K, is a video adaptation of the new z
JPEG2000 standard for still photos. It treats a video
stream as a series of still photos, compressing each
individually, with no interframe compression. The
JPEG2000 standard will eventually replace the older
JPEG standard for high-quality image compression.
KDC Kodak Photo-Enhancer/Photogen file z
MAC Macintosh Paint (MAC) files are commonly used for z

monochrome clipart.
MSP Microsoft Paint (MSP) file format is from early versions of z
Windows are used for black-and-white drawings and
clipart.
PBM z
PGM The source of the Portable Greymap (PGM), Portable z

Pixmap (PPM), and Portable Anymap (PNM) file formats
PPM is the UNIX environment. z
PNM z
PCX PCX is a file format created by ZSoft. This format z

compresses its image data with an RLE type
compression.
PDF Portable Document Format (PDF) was developed by z
Adobe Corporation to allow users to exchange and view
electronic documents independent of the environment in
which they were created.
PNG The Portable Network Graphics (PNG) format was z z
designed to replace the older and simpler GIF format and,
to some extent, the more complex TIFF format. PNG's
compression is fully lossless and it supports up to 48-bit
truecolor or 16-bit grayscale. In DW, it is used to write
thumbnail images only.
PSD Photoshop (PSD) is the format produced by the Adobe z
Photoshop graphics editor.
PSP The Paint Shop Pro (PSP) file format is a rich graphics file z
format capable of describing a multi-layered image
document in detail. PSP supports storing image bitmaps
at a variety of bit depths.
RAS SUN Raster (RAS) is a format native to Sun UNIX z
platforms.
Ap pen dix B S up po r ted File Ty pes 206

RTF Rich Text Format format (RTF) is a Microsoft standard for z

encoding formatted text and graphics for easy transfer
between MS-DOS, Windows, Windows 95, OS/2, and
Apple Macintosh applications.
SCT Scitex Continuous Tone (SCT) format, which was z
developed by Scitex is used for high-end image
processing.
SFF Structured Fax Format z
SGI Developed at Silicon Graphics, the SGI file format is used z

for black and white, grayscale and color images.
SID LizardTech MrSID Photo z
SMP Created by Xionics, the SMP file contains a 1-bit raster z

bitmap.
TGA Created by Truevision Inc, TARGA (TGA) is a file format z
supporting uncompressed and RLE compressed TGA file
formats.
TIFF Tagged Image File Format (TIFF) is a tag-based file z
format designed to promote universal interchanges of
digital image data. There are many versions or ‘flavors’.
WBMP Wireless Bitmap Format (WBMP) format enables z
graphical information to be sent to a variety of handsets.
WMF Windows Metafile (WMF and EMF) formats are vector z
formats that may or may not also contain a raster image.
Both files can be read as raster images.
WMZ Windows Media Compressed skin file z
WPG WordPerfect (WPG) format can contain vectored or raster z

images.
XBM XBitMap (XBM) is a monochrome bitmap format primarily z
used for the storage of cursor and icon bitmaps, for use in
the X graphical user interface.
XPM XPicMap (XPM) files are used to store X Window PixMap z
information to disk. They are capable of storing black and
white, grayscale, and color images.
XWD Window Dump (XWD) file format is used to store and z
restore screen window images.

Appendix C
Design Record Fields
The following table lists the fields included in the DesignWorkflow design record.
These are accessible through the Properties dialog, as well as the Search
Database and Record Designs dialogs. The fields are listed in the order in
which they appear in the Properties dialog. Field Names are the default labels
used in the actual software interface. These can be modifed by the DW
Administrator. See Customizing design properties for details.
Field IDs are used by the design record for internal reference. Use these, for
example, when preparing CSV files for import into DesignWorkflow. Some
fields, indicated by shading, cannot be imported from a CSV file. These are
generally system-generated or properties of EMB designs.
Field Name /
Field ID Description Example
Label
Design Design Name of design – typically 1002
numerical, with or without some
alphabetical prefix/suffix.
Description Description Design description – optional Stork delivering baby
boy
Colorway Currently selected colorway for the
design. Changing this field,
changes the design’s thumbnail
image as well as the TrueView
image displayed in the TrueView
tab.
Selected Flags whether design is selected –
used in combination with the
navigation buttons.
General Information
Stitches Stitches Total number of stitches in the 5975
design
Colors Colors Total number of colors in the 6
design
Height Height Height of design (in mm) 80.81mm
Width Width Width of design (in mm) 105.64mm
Last Changed LastChanged Date design was last changed 29/08/2001 6:55:22
PM
Due Date DueDate Date for completing design 10/03/2005
Appliques Appliques Free-format field for applique leather
information
Repeat Repeat Free-format field for Schiffli repeat 8/4
information

Field Name /
Label
Review Review Free-format text field for review Client approved
information
Price Price Price of design $60
General Notes GeneralNotes General notes about the design
Customer Customer Customer is a single entry field – Sample Stock
more than one customer cannot be
allocated to a single design.
Reference Reference Free-format text field Cust-PO # 22292
License 1 License Company the design may be Giallo Creations
licensed from
Classified Classified Flags whether or not a design has Yes
been ‘classified’
Category 2 Category Used to classify designs by theme, People
in same way clipart and stock
design catalogs are set up
Keywords 3 List of keywords associated with Cartoon
the design
Type of Work 4 TypeOfWork Used to classify designs according Cap designs
to application
Catalogs 5 Intended for keeping track of Special Promotions
groups of designs
Digitizer Digitizer Name of digitizer or design studio Julie Dorn
who produced the design
Last Change LastChange Description of last change made to 29/08/2001 6:55:22
the design PM
Status Status Status of designs through Ready for Production
inception to approval stage
Sewing Instructions
Stitches Stitches Total number of stitches in the 5975
design
Colors Colors Total number of colors in the 6
design
Height Height Height of design image (in mm) 80.81mm
Width Width Width of design image (in mm) 105.64mm
Last Changed LastChange The date of last modification 2/8/2005 11:26:42 AM
Appliques Appliques Free-format field for applique leather
information
Repeat Repeat Free-format field for Schiffli repeat 8/4
information
Sewing Notes SewingNotes Instructions for designers or Create team names for
production staff staff members and add
‘Rose of Australia
Hotel’ above logo. Two
colorways required.
Thread Thread Used to list type and/or size of Polyester, Cotton, Silk,
thread to use Mixed, etc

Field Name /
Label
Fabric Fabric Used to specify type of fabric or Denim
backing design is suited to
Hoop Hoop Used to list preferred hoop or Round hoop
frame to use when stitching the
design
Sequin Sequin Size, count and name #1 6.80mm 0 default
shape
Technical Details
Machine Machine Machine format currently selected Melco
for the design
Max Stitch Length MaxStitchLength Maximum length of stitch used in 8.60mm
design
Min Stitch Length MinStitchLength Minimum length of stitch used in 0.16mm
design
Jumps Jumps Number of jumps in design 0
(excluding trim-jumps)
Trims Trims Number of trims used in design 7
Trims for Jumps TrimsForJumps Machine trim setting - number of 2
jumps in a trim
Bobbin Length BobbinLength Total bobbin thread used in design 30.45m
Version Version EMB file version number 6.0
First Designed DateDesigned First saved date of EMB file 23/06/2000 10:13:30
AM
Last Changed DateModified Date design was last changed and 6/04/2001 5:13:58 PM
saved back to database.
Last Used DateLastUsed Date design was last accessed, 6/04/2001 5:13:58 PM
regardless of whether design file
was changed.
First Recorded DateCreated Original record date of design 6/04/2001 5:13:58 PM
Design File Name 6 DesignFileName Location of design file C:\SampleDatabase\D
esigns\1052.EMB
Thumbnail File Location of thumbnail image file C:\SampleDatabase\T
Name 6 humbnails\1052-EMB-t
n.PNG
TrueView File Location of TrueView image file C:\SampleDatabase\
Name 6 TrueViews\
1052-EMB-tv.PNG
Image File Name 7 Location of Automatic Image File
image file
Left Left Distance to left extremity of design 58.13mm
from start point
Right Right Distance to right extremity of 58.14mm
design from start point
Up Up Distance to top of design from start 53.31mm
point
Down Down Distance to bottom of design from 53.31mm
start point
Appendix C Des ign Record Fields 210

Field Name /
Label
End X EndX Horizontal position of last needle 0.00mm
point from start point
End Y EndY Vertical position of last needle 0.00mm
point from start point
Thread Length ThreadLength Total length of thread used in the
design
File Size FileSize Actual design file size 24.00 Kb
Technical Notes TechnicalNotes Technical notes about the design
TrueView
Fit To Window Fit the image to the display panel.
Otherwise it displays at full size.
Colorways
Threads Used in Number of threads used in design 6
Design
Stop Stop / Color Change number 3
Color Palette number of color 2
Element Element name of color block Beak of stork
Stitches Number of stitches in color block
Length Length of stitches in color block
Colorway Actual color of color block
Attachments
File
Comments
Notes
1 This Licensed From field is used to classify designs by the names of
companies from whom you have licensed them, and to whom you pay
royalties or other licence fees. All designs are copyright protected so the
purpose of this field is not to list the copyright for all designs. See also
License.
2 The Category field is used to classify designs by theme, in the same way that
clipart and stock design catalogs are set up. See also Categories list.
3 The Keywords field lets you assign one, or more, independent keywords to
a design. Don’t use Keywords for any of the other ‘predefined’ classifications
like Customer, or Design Style. See also Keywords list.
4 The Types of Work list lets you classify each design according to application.
This makes it possible to search for things like ‘all cap designs’. It also tells
those who review the design what digitizing method was used, and what type
of equipment to use to run the design. See also Types of Work list.
5 The Catalog field is intended for keeping track of different groups of designs
for various purposes. Any one design may be in several different catalogs, so
multiple entries can be made for catalogs in this field. See also Catalogs list.

6 DW Administration has design location recording options for designs and their
associated image, stitch, and other files. These defaults are used whenever
you record designs. See File locations for details.
7 The Automatic Image File feature enables DesignWorkflow to automatically
create palletized image files of embroidery designs recorded to a database.
The purpose of the feature is to supply image files to customers who require
design images for third party software packages, such as catalogs, order
entry systems, and so on. See Setting recording options for automatic image
file creation for details.
Appendix C Des ign Record Fields 212

Appendix D
Design Request Fields
DesignWorkflow allows users with correct access rights to create new record
requests and submit all the necessary information to the digitizer to initiate a
design. The following table lists the fields included in the design request. These
are accessible through the Design Request dialog, as well as the Define
Design Request Entry Form dialog. The fields are listed in the order in which
they appear in the Design Request dialog. Field IDs are used by the design
request for internal reference. The actual field name or label can be user-defined
via the Define Design Request Entry Form dialog. By default they are the
same as the Field ID.
Field Name Field ID Description Example

Requested Name Requested Name Name the design will eventually 10000
take.
Description Description Brief description of the design Opera House
and the purpose it will serve.
Reference Reference Any reference that you use in PO# 949490
association with the design.
Requested Requested Number of stitches quoted. 5500
Stitches Stitches
Requested Colors Requested Colors Number of colors required in the 3
design.
Requested Width Requested Width Requested width of design based 100mm
on regional settings - i.e. mm or
inches.
Requested Height Requested Height Requested height of design 100mm
based on regional settings - i.e.
mm or inches.
Date Request Date Request Date the request was created. 10/10/04
Created Created
Due Date Due Date Date that you require the design 11/10/04
to be completed.
Customer Customer Customer who placed the order. Shirts are us
License License Who the design will ultimately be Walt Disney
licensed to.
Type Of Work Type Of Work Article the design will be stitched Shirt pocket
onto.
Created By Created By Person who initiated the request. Customer Service -
Susan
Digitizer Digitizer Person to be assigned the design Digitizer - Alex
task.
Fabric Fabric Fabric the design will be stitched Denim
onto.

Field Name Field ID Description Example
Request Status Request Status Current status of the design To be assigned
request – used to track and flow
the design request.
Instructions Instructions Additional instructions for the Make sure the
digitizer or sampling team. lettering has a zigzag
and edge run
underlay.
Based On Design Based On Design Existing design to be used as a 201089
template for the new design.
Send Swatch Send Swatch Instruction to Customer Service Tick
to send a physical sample swatch
for the customer approval.
Send TrueView Send TrueView Instruction to Customer Service Tick
to send a TrueView BMP for
customer approval.
Team Names Team Names Designs with Team Names. John Fitzgerald ....
Lettering Lettering Including some letters. Font Serif 2 letters
Colorways Colorways Colorways requested. Colorway White
Fit To Window Fit To Window Fill up the Window.
Include Letterhead Include Letterhead Include the personalized
letterhead on the printed request
form.
Appendix D Design Req uest Fields 214

Appendix E
Troubleshooting
Occasionally DesignWorkflow will encounter a problem that needs to be fixed

before you can continue working.
Note If you are experiencing operating problems of any sort, make sure that
your computers meet the system requirements. Check CPU/RAM as well as hard
disk space. See System requirements for details.
DesignWorkflow cannot connect to Wilcom Embroidery Software

A problem is preventing DesignWorkflow from connecting with the Wilcom
Embroidery Software program. Follow the instructions below, in the listed order,
until you find a solution.
To re-connect DesignWorkflow to Wilcom Embroidery Software

1 Check that your dongle security device is connected.
2 Check that Wilcom Embroidery Software runs correctly on its own – close
DesignWorkflow, then open Wilcom Embroidery Software by clicking its icon
on the Windows Desktop.
3 Open Wilcom Embroidery Software, then open DesignWorkflow.
4 Check that the version of Wilcom Embroidery Software you are running is the
same as that registered in DesignWorkflow’s Shortcut Properties.
5 Right-click the DesignWorkflow icon on your Windows Desktop, then select
Properties.
6 Click the Shortcut tab, and read the last text in the Target field – e.g.
‘...version=e2.0’.
This version should be identical to the version of Wilcom Embroidery Software
you are running. If it is not, change it to the correct version and click OK.
7 If none of the above corrects the problem, re-install Wilcom Embroidery
Software.
8 Finally, for very advanced computer users only, run Windows regedit.exe
and delete the sub-tree:

HKEY_CURRENT_USER\Software\Wilcom\Design Workflow\...
DesignWorkflow is performing sluggishly

Very occasionally an index may become corrupted. This does not affect the data
integrity, but it can affect performance. If that happens, you will probably
receive an error message warning you of the possibility. You should run the
Validate Dictionaries and Optimize Indexes command to fix it. See
Validating database schema and indexes for details.
DesignWorkflow cannot connect to a database

A problem is preventing DesignWorkflow from connecting with a database.
Follow the instructions below in the same order as they are listed.

and Optimise Indexes function. This will update the table structure and avoid
To re-connect DesignWorkflow to a database

1 Check that the computer you are connecting with is switched on and visible
on the network – browse for it using Windows Explorer.
2 Check that the SQL Server 2005 database server on that computer is started,
and that the Auto-start service when OS starts checkbox is selected. See
Checking the database server.
3 Find and open the database UDL file directly from Windows Explorer and click
Test Connection.
4 Check that you have the correct user name and password.
Checking the database server

Occasionally, the SQL Server 2005 database server fails to start when the PC is
started. The following instructions tell you how to check its status, and how to
restart it if necessary.
To check the database server

1 Right-click the MSSQL Server icon (at the right side of your Windows task bar)
and select Open SQL Server Service Manager from the menu.
MSSQL server icon (on Windows task bar)
Appendix E Troubleshooting 216

If the database server is stopped, the SQL Server Service Manager will
display a red square in a white circle, and the word ‘Stopped’ in its bottom
left corner.
Stopped database
server
If the database server is running, it will display a red arrow head in a white
circle and the word ‘Running’ in its bottom left corner.
Running database
server
2 To restart the database server, click Start/Continue.
Note Before restarting, make sure that the Auto-start service when OS
starts checkbox is selected. This will ensure that your MS SQL database
server runs every time your PC is started.
MS SQL Server Desktop Engine installation dialogs

At present, Microsoft’s dialogs for the installation of the SQL Server Desktop
Engine installation are available only in English. Each of the dialogs is pictured
below, followed by a translation of its text.
Note Depending on your PC’s setup, you may not see all of the dialogs.
Dialog 1
The first dialog appears automatically.
‘Please wait while Setup updates the Windows Installer on your system ...’

Dialog 2
The second dialog also appears automatically.
‘The Windows Installer on your system has been updated. You must restart your
computer now before you can continue Setup’.
Note This means that you should press Yes to restart your PC now.
Dialog 3
This dialog appears when the PC is restarted.
‘Please wait while Windows configures Microsoft SQL Server Desktop Engine.’
Dialog 4
This dialog appears when the PC is restarted again.
‘You must restart your system now for the configuration changes made to
Microsoft SQL Server Desktop Engine to take effect. Click Yes to restart now or
No if you plan to manually restart later.’
Note This means that SQL Server 2005 has been loaded onto your computer.
Press Yes to restart your PC.
Dialog 5
This dialog appears when the PC is restarted again.
‘Windows is now setting up Control Panel, which you can use if you want to
adjust your computer settings later.’
Appendix E Troubleshooting 218

Note This final dialog appears after you restart the PC for the last time. You can
now use the Microsoft SQL Server Desktop Engine.
Note Ensure that the Microsoft SQL Server Desktop Engine is running. See
Checking the database server.

Glossary
DesignWorkflow Administrator: It different components including ActiveX applications and/or data to a number of
is the DW Administrator who is generally Data Objects. MDAC is installed by people. The actual number will depend
responsible for the high-level setup of default with both Client and on many factors such as the server
DesignWorkflow databases. The DW Administrator setups. specification, as well as the applications
Administrator determines who gets and data it is required to serve up.
access to databases, what users can see Microsoft SQL Server 2005:
and do, and who defines the categories Microsoft SQL Server 2005 is a Stitch file: Stitch or ‘expanded’
under which information will be stored. relational database engine that supports designs are low-level formats for direct
The DW Administrator is generally the both very small databases as well as use by embroidery machines. They
manager of the company’s design enterprise class databases, all in a contain only stitch coordinates and
section. This person has the necessary single package. It is fully web-enabled, machine functions. Stitch designs are
background knowledge and authority to providing support for Extensible Markup generally not suited to scaling because
control what goes into databases and Language (XML) and the ability to query stitches are not regenerated.
how the information is to be used. across the Internet. It provides
extensive database programming Structured Query Language (SQL):
Database Administrator: Enterprise capabilities built on web standards. Structured Query Language (SQL): the
systems use a full Microsoft SQL server international standard database
installed on your network. These servers Microsoft SQL Server Desktop language used in querying, updating,
are controlled by a Database Engine (MSDE): The Microsoft SQL and managing relational databases. SQL
Administrator who sets up new Server Desktop Engine (MSDE) is a can be used to retrieve, sort, and filter
databases and creates a UDL file for re-distributable version of the relational data extracted from a database.
each database. The Database database engine used in Microsoft SQL
Administrator also determines individual Server and can serve up to five (5) System Administrator: The System
access to the database and sets each users. Administrator is responsible for the
user’s access level. entire Enterprise Network and security.
Notes field: If you add search text in In smaller enterprises, the System
EMB: EMB is the outline file format the Notes field of the Search Administrator is also usually responsible
native to Wilcom Embroidery Software Database dialog, it will find matching for database administration.
software. EMB designs contain a text in any of the four Notes fields in
complete set of design information in a the Properties dialog. UDL file: DesignWorkflow uses the
single ‘all-in-one’ file – object outlines Microsoft Data Link (UDL) format to link
and properties, actual stitches and Outline file: Outline or ‘condensed’ to its databases. UDL files are similar to
machine functions, thread colors, a files are high-level formats which Windows shortcuts, but they contain
picture icon and comments. Even the contain object outlines, object more information about where the
original design bitmap image can be properties and stitch data. When you actual database and all of its attendant
included in EMB format. Only native EMB open an outline file in Wilcom files are located. Copies of UDL files can
files provide 100% perfect scaling and Embroidery Software, corresponding be shared, renamed and relocated so
transformation. stitch types, input methods and effects that many people can use the
are applied. Outline files can be scaled, information. In effect, every user with
Colorways: Colorways are multiple transformed and reshaped without DesignWorkflow can have their own
color schemes for the same design. affecting stitch density or quality. UDL link to the same database.
They are made up of colors defined in
‘color books’ which are also created in Properties dialog hot keys: Some Unicode: Unicode is an emerging
Wilcom Embroidery Software or similar Properties dialog fields have hot keys standard for defining text characters.
design program, or may be selected associated with their names – by Instead of using many thousands of
from a patent color system such as pressing a combination of keys, you different character sets, Unicode has
Chromatone or Pantone. move the cursor to the field wanted. For just one set for all languages. The
example, press Alt+K to move to the Unicode character set can potentially
Enterprise server: An Enterprise Keywords field. The hot key is the contain every character in every
server is a network server that caters letter underscored in the field’s name in language ever used.
for many users – i.e. the whole the Properties dialog. Press and hold
enterprise – and has a Microsoft SQL the Alt key then type the underscored Workgroup server: A Workgroup
Server installed. letter. Server is a network server (usually a
PC) that caters for a limited number of
Microsoft Data Access Components Server: A server is a IT industry name users (usually less than 25) and has a
(MDAC): Microsoft Data Access for a computer that has high Microsoft SQL Server installed. (For
Components (MDAC) technology specifications in terms of storage, speed smaller workgroups, a Microsoft Data
enables a client to talk to a server (on and fault tolerance. It can serve Engine (MSDE) is sometimes installed.)
another machine). It consists of

Workstation: A workstation is an
industry term that describes a computer
used by one person. Such computers
may be sub-notebooks, notebooks,
laptops or desktops.

Index
A C changing 94
connecting 90
access levels 64–71 captions, show 101 connecting to 88
five levels 65 catalogs creating 21
predefined users 68 Catalog lists 72 deleting designs 147
access permissions, changing 88 exporting in CSV format 180 enterprise system setup 33
adding exporting in Tab delimited format 180 file types stored 49
Categories items to lists 80 printing 178 filenames used when recording 49
designs to database — see recording publishing 179 finding 27
folders 145 Categories lists 72 importing old databases 41
items to lists 75 change history, design status 111 linking to 89
multiple items to lists 85 changing modifying records 139
Status items to lists 81 databases/folders 94 on standalone systems 22
Administration module, locale (language) 101 on workgroup systems 22
opening/closing 20 passwords 88 organizing designs 145
archived design files, handling 175 users 89 passwords 64
artwork Choose Locale dialog 101 printing reports 185
accessing 112 Clear Search tool 128, 158, 159 recording designs 129
default locations 49 clear searches 128 refreshing 92
associating designs with requests 163 client PC, preparing 31
attachments removing links 91
Colorway Options dialog 184 restoring (standalone and
adding to design requests 154 colorways
default locations 49 workgroups) 62
printing 184 restoring from backup
automatic viewing 108 (enterprise) 63
design naming 52 columns, sorting 103 searching 120
image file creation 51 Comma Separated Value files sorting designs 119
recording setup 38 see CSV files UDL file types 88
commands, access levels 66
validating 92
complex sorts 119
validating and refreshing 92
configurations, Design Workflow 10 validating dictionaries and optimizing
B connecting indexes 43
backgrounds, printing on production to databases 26, 90 validating new designs 93
worksheets 184 conversion tables, supported file default
backup formats 202
design view 102
BAK file names 60 Convert tool 170, 172
network locations 49
databases 60 converting
design files in databases 172 setting 94
enterprise systems 62 Define Design Request Entry Form
design files in folders 170
restoring (enterprise) 63 dialog 54, 55, 56, 58
restoring (standalone and design files to other formats 170
Delete Request tool 156
workgroups) 62 designs 166 deleting
standalone and workgroup copying designs 145 design records 147
systems 61 Create Archive tool 175 folders 145
browsing Create Design tool 161 items in lists 78
designs, slide show 116 creating users 71
for designs 97 databases 21 design catalogs
buttons stitch files 47 printing, publishing, exporting 178
Clear Search 128, 158, 159 criteria, search 125 design files
Convert 170, 172 CSV files archiving 175
Create Archive 175 Comma Separated Value files 180 converting to other file types 170
Create Design 161 exporting catalogs as 180 default locations 49
Delete Request 156 importing 148 design information, viewing 104
Design Requests 151, 153, 156, 158, custom design lists, customizing 103
161 letterhead location 59 design names, automatic creation 52
Email Design 166 custom templates, selecting 114 Design Properties tool 104, 105, 107,
Email Design Request 168 Customers list 74 136, 139, 142, 144
Folders 97 Customers Setup List dialog 83 design records 129
New Design 114 customers, removing inactive
deleting 147
customers 83
Open Design 113 field descriptions 208
customize toolbar 101
Preview Request 160 modifying 139
Print 181, 184 Design Request List 151
Print Request 160 design request options 57
Punch to Tape 169 design requests
Reports 189
D adding attachments 154
Request Properties 156 databases associating designs 163
Search Requests 158 adding 26 creating 151
Stitch to Machine 169 backing up 60 printing 160

searching/sorting 158 E Hoops list 75
setting up 151 HTML Catalog Options dialog 179
turning into designs 161 Email Design Request Options
viewing 156 dialog 168
Design Requests tool 151, 153, 156, 158, Email Design Request tool 168
161 Email Design tool 166 I
design status change history 111 email designs 166, 168
embroidery disks icons, big/small 101
Design Status report 186 image files
designs formatting 173
Enter a New Value dialog 76, 81 automatic creation 51
accessing 112 default locations 49
automatic recording 38 enterprise systems, setting up
databases 33 importing
browsing 97, 115, 116 CSV files 148
converting 166 exporting
catalogs as CSV files 180 old databases into new 41
copying 145 information
catalogs as Tab delimited files 180
creating from requests 161 thumbnails and summary 96
design catalogs 178
duplicating 145 viewing 104
lists of items 84
emailing 166, 168 installation, Design Workflow 10
locating missing 99 invalid thumbnail 99
modifying records 139 items
moving 146 adding Categories items to lists 80
opening 113
F adding many to lists 85
organizing 145 Fabrics list 75 adding Status items to lists 81
outputting 166 fields adding to lists 75
pasting 145 configuring design requests 57 deleting from lists 78
recording 129 descriptions 208 exporting 84
recording multiple designs 132 fields and tabs, access levels 67 renaming in lists 77
recording single designs 130 file formats, supported 203 replacing list headings 79
recording to database 129 file locations 48
renaming 146 file locations, settings defaults 49
searching for 120 file types
selecting 112 in database 49 K
sorting 117 limiting display 117
stitch files 202 Keywords lists 73
sorting in databases 119
sorting in databases and folders 117 supported graphics files 204
sorting using Navigation buttons and UDL 88
Slide Show buttons 115 filenames, recording 49
stitching and punching 169 files, locating missing 99 L
viewing 113, 115 finding databases, using Explorer 27 languages, changing locale 101
viewing in databases 115 folder listing laptop computers, setting up a sales
viewing records 104, 105, 107 refresh 102 database 35
details lists, sorting 118 searching 121 letterhead location, configuring 59
dialogs folders Licenses lists 75
Choose Locale 101 adding 145 links
Colorway Options 184 changing 94 establishing 89
Customers Setup List 83 deleting 145 to databases, removing 91
Define Design Request Entry refreshing 92 list boxes, using for searching 126
Form 54, 55, 56, 58 refreshing/validating 102 lists
Design Request 151 renaming 145 adding multiple items 85
Email Design Request Options 168 selecting before recording 49 adding new Categories items 80
Enter a New Value 76, 81 sorting designs 119 adding new items 75
Format Embroidery Disk 173 validating 92 adding new Status items 81
Group Properties 141 viewing designs 94 Catalog 72
HTML Catalog Options 179 viewing zipped designs 98 Categories 72
Logon 95 Folders button 97 Customers 74
New 114 format customizing 72
Print Options 182, 184 embroidery disks 173 deleting items 78
Properties 105, 107, 108 unknown 99 Digitizers 74
Recording Options 52, 53 Format Disk dialog 173 exporting 84
Relocate Attachment Files 154 free-text searches, running 124 Fabric 75
Report Options 189 full search Hoops 75
Search Design Request 159 design request 158 Keywords 73
Sort 119 running 122 Licenses 75
Statuses 81 renaming items 77
User Administration 69, 71 replacing item headings 79
User Details 69 setting up 72–86
User Preferences 102 G Status 75
Digitizers list 74 graphics files, supported formats 204 Thread 75
digitizers, removing inactive Group Properties dialog 141 locale, changing 101
digitizers 83 group records, modifying 141 log files, Validate and Refresh 43
disks, format 173 Logon dialog 95
display, limiting file types 117 logons
duplicating creating 69
designs in databases 145 H passwords 64–71
designs, recording 45
hard disk space, checking 6
history, changes in design status 111

M printing backgrounds 184 viewing 156
Properties dialog 105, 107, 108 restoring
management reports properties, viewing 104, 105, 107 from backup (enterprise) 63
creating 185 publishing from backup (standalone and
running 189 catalogs 179 workgroup) 62
types 185 design catalogs 178
managing designs, sorting 117 Punch to Tape tool 169
missing files, locating 99 punching
modifying, database records 139 designs 169 S
moving selecting machine 169
designs 146 sales laptops, setting up databases 35
previously recorded designs 49 saved searches, running 121
MS SQL Server, restarting 216 scheduled tasks, setting up 39
Schiffli file formats 203
multi-user configuration 13 Q Search Database tool 122, 124
quick searches 120 Search Design Request dialog 159
Search Requests tool 158
searches
N criteria 125
network locations R design request 158
files 48 free-text 124
setting defaults 49 recording
full 122
network logon passwords 64 designs 129
preset 158
new designs automatically 38
quick 120
creating new design 114 designs to databases 129
saved 121
New dialog 114 duplicate designs 45
within folder listing 121
New Design button 114 filenames used 49
searching
new designs format options 47 clearing searches 128
validating and refreshing 93 location options 46 criteria and wildcards 125
New Designs Per Month Per Digitizer multiple designs 132 design requests 158
report 188 new designs 93 for designs in database 120
New Designs Per Month report 187 setting options 45 saving searches 127
single designs 130 using list boxes 126
using Copy & Paste 134 selecting designs 112
using Drag & Drop 174 setting
O recording options default network locations 49
Auto Names tab 53
online manual, opening 7 design view defaults 102
automatic image file creation 51
Open Design button 113 user preferences 102
automatic naming 52 settings
opening Image Files tab 52
Design Workflow 94 adjusting view 101
records, viewing 104, 105, 107 sharing databases 29
designs 112, 113 refreshing
optimizing indexes 43 simple sorts 118
databases 92, 93 slide show
options display/folders/tree node 102
design requests 57 browsing designs 116
folders 92 viewing designs 115
recording 45 Relocate Attachment Files dialog 154
recording formats 47 Sort
removing dialog 119
organizing designs 145 links to databases 91
outputting designs 166 tool 119
users 71 sorting
renaming design lists 103
designs 146 design requests 158
folders 145 designs 117
P items in lists 77 using details lists 118
passwords 64–71 replacing, items in lists 79 using Sort in databases 119
changing 88 report using Sort in folders 119
creating, assigning defaults 69 types 185
using View menu 118
database and network logon 64 Report Options dialog 189 SQL Server
pasting designs 145 reports databases for workgroups 22
Design Status 186
permissions 64–71 databases on standalone systems 22
New Designs Per Month 187
changing 88 definition 220
New Designs Per Month Per
predefined users 68 Digitizer 188 enterprise system setup 33
preferences, adjusting 102 printing management reports 185 Status lists 75
preset request search 158 running 189 Statuses dialog 81
Preview Request tool 160 stitch files
Top 5 Customer For New Designs Per
preview, design requests 160 created 47
Month 189
Print Options dialog 182, 184 default locations 49
Reports tool 189
Print Request tool 160 supported formats 202
Request Properties tool 156
Print tool 181, 184 requests Stitch to Machine tool 169
printing adding attachments 154 stitching
backgrounds 184 designs 169
associating designs 163
catalogs 178 selecting machine and options 169
creating 151
design catalogs 178 Structured Query Language (SQL),
options 57
design requests 160 definition 220
printing 160
multiple colorways 184 summary information, displaying 96
searching/sorting 158
reports 185 setting up 151
production worksheets turning into designs 161
creating 181
In dex 224
T Z
Tab delimited files, exporting zipped files
catalogs 180 extracting 176
templates saving 175
using custom templates 114 viewing in folders 98
text, running searches 124
Threads list 75
thumbnails
default locations 49
displaying 96
invalid 99
toolbar
customize 101
Design Properties 108
Top 5 Customer For New Designs Per
Month report 189
troubleshooting
cannot connect to application 215
cannot connect to database 216
restarting MS SQL Server 216
TrueView files, default locations 49
U
UDL
files 21, 88
finding files 27
links 27
Unicode 22
unknown format 99
User Administration dialog 69, 71
User Details dialog 69
user names
creating, assigning defaults 69
User Preferences
dialog 102
users
changing 89
deleting from system 71
predefined 68
setting preferences 102
V
Validate and Refresh, log file 43
validating
databases 92
databases and folders 92
dictionaries 43
folders 102
new designs 93
view settings, adjusting 101
viewing
colorways 108
design properties 104, 105, 107
designs 113
designs in databases 94
designs in folders 94
options, see user preferences
slide show 116
W
wildcards 125
entering 126
using to search 126
WinZip utility 175
worksheets, creating 181

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User Manual

Rev 1 Nov 2010

Welcome to Wilcom DesignWorkflow© e2.0. DesignWorkflow is a design

SQL Server 2005

DesignWorkflow features and benefits

Wilcom D esignWorkf low© e2.0 Onscreen Manual 1

Control and protect your designs

View and print designs in many different views

Create electronic and print catalogs

Provide controlled access to your designs

Initiate and track design requests

Integration with Wilcom Embroidery Software

Note DW Professional is packaged with an entry-level version Wilcom

Integration with third-party systems

Wilcom D esignWorkf low© e2.0 Onscreen Manual 3

All products can be purchased as standalone items. DW Professional can also be

Note All purchases of Wilcom Embroidery Software e2.0, whether new or

Item Minimum Recommended

Wilcom D esignWorkf low© e2.0 Onscreen Manual 5

Supported operating systems ‡

Free hard disk space †

Check CPU/RAM specifications

To check CPU/RAM specifications

Check your hard disk space

To check your hard disk space

Accessing onscreen documentation

To access onscreen manual

Wilcom D esignWorkf low© e2.0 Onscreen Manual 7

3 Select the topic you want by clicking on its ‘Bookmark’.

Conventions used in the documentation

Wilcom D esignWorkf low© e2.0 Onscreen Manual 9

DesignWorkflow can be configured to operate as a standalone system on a

Wilcom D esignWorkf low© e2.0 Onscreen Manual 10

Wilcom D esignWorkf low© e2.0 Onscreen Manual 11

Note Before installation, the DW Administrator needs to provide the following

Note You need a security device to install all software components.

Chapte r 1 Install ati on a nd S etu p 12

The various types of PC setup are described in the table below:

Wilcom D esignWorkf low© e2.0 Onscreen Manual 13

Component Client Server Complete Admin

MDAC (if required) z z z

SQL Server 2005 z z

SQL Server 2005

Microsoft® Data Access Components (MDAC)

Chapte r 1 Install ati on a nd S etu p 14

Installing Wilcom DesignWorkflow

Recommended installation sequence

Stage 1: local database on a standalone PC

Stage 2: shared database on a network server PC

Caution If you want to re-install DesignWorkflow for whatever reason, this is

Wilcom D esignWorkf low© e2.0 Onscreen Manual 15

6 For the purposes of the DesignWorkflow installation, untick the Wilcom

Chapte r 1 Install ati on a nd S etu p 16

The dialog provides three alternatives:

7 Choose the option which best suits your situation.

Wilcom D esignWorkf low© e2.0 Onscreen Manual 17

Depending on whether you have chosen Workgroup or Enterprise, further

Chapte r 1 Install ati on a nd S etu p 18

Starting DesignWorkflow for the first time

Double-click DesignWorkflow to launch the application.

Once you have correctly installed the standalone (single-user) DesignWorkflow

To start DesignWorkflow for the first time

4 To start DW Administration from DesignWorkflow, select Database >